Receptionist

Jones Lang LaSalle Incorporated; Petaling Jaya; Vor Ort; MYR 24.000 - 32.000; Vollzeit

Zusammenfassung

Jones Lang LaSalle Incorporated in Malaysia is seeking a Receptionist to be the first point of contact for visitors and callers, ensuring a professional and welcoming office environment.

The role covers meeting coordination, mailroom operations, and general admin support, with emphasis on excellent customer service and organizational skills. Based in Malaysia, this position requires fluency in English and Bahasa Malaysia, and familiarity with office software.

Qualifikationen

• SPM/O-Level qualification or equivalent; Diploma in Business Administration, Customer Service, or related field preferred.
• Minimum two to three years of experience in reception, customer service, or administrative roles, preferably within Malaysian commercial office environment.
• Previous experience with mailroom operations and package management systems advantageous.

Aufgaben

• Greet visitors and manage registration using digital check-in systems.
• Handle multi-line telephone system operations including call routing, message taking, and providing general information about the company and office services.
• Coordinate meeting room bookings and assist with directions to meeting locations and calendar coordination.
• Process all incoming mail including sorting, logging, and distributing to appropriate departments.
• Coordinate outgoing mail services including postage calculation, package preparation, and courier pickup scheduling.

Jobbeschreibung

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Receptionist Job Description

Position: Receptionist

Reports to: Front Office Lead cum Security Coordinator

Location: Malaysia

The Receptionist serves as the primary point of contact for all visitors and callers while managing comprehensive mailroom operations to support daily office functions. This role combines exceptional customer service delivery with efficient mail and package management, contributing to a professional and welcoming office environment for employees, clients, and visitors.

Key Responsibilities

Customer Relations and Reception Services

• Provide professional and courteous reception services to all visitors, clients, and employees entering the office premises.
• Greet guests warmly, verify identification, and manage visitor registration processes using digital check-in systems.
• Handle multi-line telephone system operations including call routing, message taking, and providing general information about the company and office services.
• Maintain accurate visitor logs and ensure proper security protocols are followed for all guest interactions.

Meeting and Appointment Coordination

• Coordinate meeting room bookings and ensure conference facilities are properly prepared for client meetings and internal gatherings.
• Assist visitors with directions to meeting locations and coordinate with relevant staff members for seamless appointment management.
• Manage appointment scheduling requests and provide support for calendar coordination when required by management or visiting clients.

Mailroom Operations and Package Management

• Process all incoming mail including sorting, logging, and distributing correspondence to appropriate departments and individuals.
• Manage package deliveries from various courier services and maintain accurate records of received items including tracking numbers and delivery confirmations.
• Coordinate outgoing mail services including postage calculation, package preparation, and courier pickup scheduling.
• Maintain organized filing systems for mail delivery records and package tracking documentation.

Administrative Support Services

• Provide general administrative assistance including photocopying, scanning, and basic document preparation for various departments.
• Maintain reception area organization and ensure professional appearance of lobby and visitor waiting areas.
• Assist with office supply inventory management and coordinate with facilities team for reception area maintenance needs.
• Support special events and client hospitality arrangements as directed by Front Office Lead.

Communication and Information Management

• Handle general inquiries about office services, building amenities, and company information in professional manner.
• Coordinate internal communications including message delivery and interdepartmental correspondence.
• Maintain current knowledge of staff extensions, department locations, and office procedures to provide accurate information to callers and visitors.
• Support emergency communication procedures as outlined in office safety protocols.

Technology and System Operations

• Operate visitor management software, phone systems, and mail tracking platforms effectively to maintain accurate records and efficient service delivery.
• Process access cards for temporary visitors and coordinate with security systems for guest access management.
• Use Microsoft Office applications for basic administrative tasks and maintain electronic records as required by office procedures.

Required Qualifications

• SPM/O-Level qualification or equivalent; Diploma in Business Administration, Customer Service, or related field preferred.
• Minimum two to three years of experience in reception, customer service, or administrative roles, preferably within Malaysian commercial office environment.
• Previous experience with mailroom operations and package management systems advantageous.

Communication and Language Skills

• Fluency in English and Bahasa Malaysia essential for professional communication with diverse clientele.
• Proficiency in Chinese dialects (Mandarin/Cantonese) highly advantageous given Malaysia's multicultural business environment.
• Excellent verbal and written communication skills with ability to interact professionally with all levels of personnel and external visitors.

Customer Service Excellence

• Strong interpersonal skills with natural ability to provide friendly, professional service to visitors and callers.
• Patience and diplomacy when handling challenging situations or difficult inquiries.
• Understanding of Malaysian business etiquette and cultural sensitivity when interacting with international clients and local stakeholders.

Technical Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new software systems quickly.
• Experience with multi-line phone systems, visitor management platforms, and basic office equipment operation.
• Strong organizational skills with attention to detail for accurate record keeping and mail management.

Personal Attributes and Skills

• Professional appearance and demeanor appropriate for representing the company to clients and visitors.
• Strong organizational abilities with capacity to multitask effectively in busy reception environment.
• Reliable and punctual with ability to work independently while following established procedures and protocols.

Physical Requirements

• Physical capability to handle mail sorting, package lifting (up to 15kg), and extended periods of sitting and standing.
• Ability to move around office premises for mail delivery and coordination with various departments.
• Manual dexterity for operating office equipment and handling documentation efficiently.

Additional Requirements

• Valid Malaysian identification with legal authorization to work in Malaysia.
• Flexibility to provide coverage for colleague absences and occasionally work extended hours for special events or urgent business needs.
• Discretion and confidentiality when handling sensitive correspondence and visitor information.

Working Conditions

• Standard office environment with primary workstation at reception desk and mailroom area.
• Regular interaction with diverse groups of people including senior management, international clients, and service providers.
• Occasional coordination with external courier services and building management personnel.

Location: On-site –Selangor, Malaysia

About the Company

At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world. For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.