Facilities & Admin Coordinator: Space, Vendors & Safety

JLL; Makati; On-site; PHP 335,000 - 536,000; Full time

Job summary

JLL in Makati, Philippines, is seeking a Facilities Coordinator and Receptionist to support day-to-day office operations, vendor management, and space optimization. You will help implement policies, manage layouts, and ensure a well-run workplace.

The role covers front desk duties, admin support, safety compliance, and coordination of events. Effective communication, organization, and a proactive approach are essential for a smooth office environment at JLL.

Responsibilities

• Maintain asset registers and track office equipment and furniture.
• Oversee facilities operations and strategy for the office/portfolio with office layouts and floor plan updates.
• Lead space planning initiatives, workplace optimization, and utilization analysis with moves/adds/changes.
• Develop and implement facilities policies, procedures, and best practices.
• Manage vendor relationships and negotiate service contracts.
• Oversee multiple service providers (cleaning, security, maintenance, landscaping, pest control).
• Conduct vendor performance reviews and ensure compliance with SLAs.
• Manage facilities budgets and cost optimization initiatives.
• Coordinate building maintenance, repairs, and reactive issues.
• Conduct regular facility inspections and safety checks.
• Manage access control, keys, and security systems.
• Oversee pantry supplies, office supplies, and consumables.
• Oversee preventive and reactive maintenance programs.
• Coordinate major building projects, refurbishments, and fit-outs.
• Manage building systems (HVAC, electrical, plumbing, fire safety).
• Ensure business continuity and emergency preparedness.
• Greet visitors and manage visitor registration/sign-in process.
• Answer and direct incoming calls professionally.
• Manage meeting room bookings and ensure rooms are prepared.
• Handle incoming and outgoing mail, courier services, and package deliveries.
• Maintain reception area cleanliness, presentation, and organization.
• Update reception displays, signage, and communication boards.
• Coordinate catering orders for meetings and events.
• Manage office supplies inventory for common areas.
• Support access card issuance and management.
• Serve as first point of contact for office inquiries.
• Relay messages and communications to appropriate staff members.
• Maintain visitor logs, contact directories, and emergency contact lists.
• Coordinate with building security and management as needed.
• Assist with office events, town halls, and special functions.
• Support room setup and breakdown for events.
• Coordinate guest lists and RSVPs for office functions.
• Provide general administrative support to the facilities team.
• Support health and safety protocols (temperature checks, health declarations if required).

Job description

JLL in Makati, Philippines, is seeking a Facilities Coordinator and Receptionist to support day-to-day office operations, vendor management, and space optimization. You will help implement policies, manage layouts, and ensure a well-run workplace.

The role covers front desk duties, admin support, safety compliance, and coordination of events. Effective communication, organization, and a proactive approach are essential for a smooth office environment at JLL.