Administrative Services-B2

JLL; Quezon; On-site; PHP 279,000 - 424,000; Full time

Job summary

JLL Philippines is seeking a courteous Receptionist to greet visitors, manage sign-in, coordinate with employees, and maintain a welcoming front desk. This role also covers telephone handling, mail, meeting room bookings, and basic security liaison.

You will support facilities and administration, keep accurate logs, assist with billing coordination and data records, while upholding confidentiality and professional standards in a fast-paced corporate environment.

Qualifications

• Experience greeting visitors and handling front desk tasks.
• Ability to manage mail, meeting room bookings, and general admin duties.
• Strong communication and organizational skills.

Responsibilities

• Greet all visitors warmly and professionally
• Manage visitor sign-in process and issue visitor badges
• Notify employees of guest arrivals
• Maintain visitor logs and ensure compliance with security protocols
• Answer and direct incoming calls to appropriate departments or individuals
• Take accurate messages and relay information
• Manage the main reception phone line
• Handle general inquiries and route information efficiently
• Manage incoming and outgoing mail and courier services
• Coordinate meeting room bookings
• Provide general administrative assistance to various departments
• Serve as liaison with building security personnel
• Maintain awareness of emergency procedures
• Act as first responder during building emergencies
• Coordinate repairs or services as needed
• Maintain reception area organization and cleanliness
• Report maintenance issues to facilities management
• Ensure reception area reflects professional standards
• Maintain accurate visitor logs
• Update emergency contact information
• Handle basic data entry tasks
• Maintain confidentiality of sensitive information

Skills

Guest relations

Reception duties

Phone handling

Administrative support

Data entry

Tools

MS Office

Email

Phone system

Job description

• Greet all visitors warmly and professionally
• Manage visitor sign-in process and issue visitor badges
• Notify employees of guest arrivals
• Maintain visitor logs and ensure compliance with security protocols
• Create a welcoming environment for all guests

Primary Responsibilities

Visitor and Client Management

• Greet all visitors warmly and professionally
• Manage visitor sign-in process and issue visitor badges
• Notify employees of guest arrivals
• Maintain visitor logs and ensure compliance with security protocols
• Create a welcoming environment for all guests

Telephone and Communication Management

• Answer and direct incoming calls to appropriate departments or individuals
• Take accurate messages and relay information
• Manage the main reception phone line
• Handle general inquiries and route information efficiently

Administrative Support

• Manage incoming and outgoing mail and courier services
• Maintain reception area organization and cleanliness
• Coordinate meeting room bookings
• Provide general administrative assistance to various departments

Security and Access Control

• Serve as liaison with building security personnel
• Maintain awareness of emergency procedures
• Act as first responder during building emergencies

Facility Coordination

• Report maintenance issues to facilities management
• Coordinate repairs or services as neededManage office supplies for common areas
• Ensure reception area reflects professional standards

Billing and Invoice Processing

• Collect and organize invoices from vendors and service providers
• Verify invoice accuracy against purchase orders and delivery receipts
• Code invoices to appropriate cost centers or accounts
• Route invoices to proper approvers for authorization
• Track invoice status and follow up on pending approvals
• Submit approved invoices to accounts payable for processing
• Maintain billing records and filing systems
• Monitor payment deadlines to avoid late fees
• Reconcile monthly statements from regular vendors
• Handle billing inquiries from vendors and internal departments
• Generate billing reports for management review
• Process credit memos and invoice corrections
• Coordinate with finance team on billing discrepancies

Records and Data Management

• Maintain accurate visitor logs
• Manage contact directories and employee information
• Update emergency contact information
• Handle basic data entry tasks
• Maintain confidentiality of sensitive information