Facilities Assistant cum Receptionist - BOHve Assistant

JLL; Taguig; On-site; PHP 279,000 - 469,000; Full time

Job summary

JLL is seeking a Facilities Assistant cum Receptionist to bridge facilities operations and guest services in our back-of-house area. You will manage sign-in procedures, track work orders, and support revenue, safety, and administrative tasks essential to daily operations.

This role emphasizes strong communication, organization, and the ability to coordinate with vendors and internal teams while maintaining high standards of service and safety in a professional corporate environment.

Qualifications

• High school diploma or equivalent required.
• 2+ years in facilities coordination, building ops, or admin support.
• Strong communication and interpersonal skills.
• Proficient in MS Office and able to learn FM software.
• Knowledge of building systems and safety basics preferred.
• Willingness to work flexible hours when needed.

Responsibilities

• Greet internal staff, contractors, and visitors; manage sign-in and security in back-of-house areas.
• Coordinate and track maintenance work orders to ensure timely completion.
• Liaise between facility management teams and vendors; schedule service visits.
• Maintain facility records, logs, contracts, inventories, and compliance docs.
• Monitor back-of-house spaces for cleanliness, safety, and efficiency.
• Process invoices and purchase orders; assist with budget tracking.

Skills

Interpersonal skills

Organizational skills

Multitasking

Education

High school diploma or equivalent

Associate degree or diploma in facilities management or related field

Tools

CMMS / Work order systems

MS Office Suite

Job description

What this job involves:

As a Facilities Assistant cum Receptionist - Back of House at JLL, you'll be the essential link between our facilities operations and the seamless guest experience we deliver daily. This dual role combines the coordination of building services and maintenance activities with professional reception duties in our back-of-house operations area. You'll manage vendor interactions, coordinate work orders, maintain facility records, and ensure our operational spaces run smoothly while providing warm, efficient support to internal teams and authorized visitors. At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees — and this role sits at the heart of that mission, ensuring our physical environments enable everyone to do their best work. You'll collaborate closely with facility managers, technicians, and various service providers while maintaining the high standards of professionalism and service excellence that define the JLL experience.

What this job involves:

As a Facilities Assistant cum Receptionist - Back of House at JLL, you'll be the essential link between our facilities operations and the seamless guest experience we deliver daily. This dual role combines the coordination of building services and maintenance activities with professional reception duties in our back-of-house operations area. You'll manage vendor interactions, coordinate work orders, maintain facility records, and ensure our operational spaces run smoothly while providing warm, efficient support to internal teams and authorized visitors. At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees — and this role sits at the heart of that mission, ensuring our physical environments enable everyone to do their best work. You'll collaborate closely with facility managers, technicians, and various service providers while maintaining the high standards of professionalism and service excellence that define the JLL experience.

What your day-to-day will look like:

• Greet and assist internal staff, contractors, and authorized visitors in back-of-house reception areas, managing sign-in procedures and security protocols
• Coordinate and track work orders for maintenance, repairs, and facility improvements, ensuring timely completion and quality standards
• Serve as the primary liaison between facility management teams and vendors, scheduling appointments and monitoring service delivery
• Maintain accurate records of facility operations including maintenance logs, vendor contracts, equipment inventories, and compliance documentation
• Monitor back-of-house areas including loading docks, storage rooms, and service corridors to ensure cleanliness, safety, and operational efficiency
• Process invoices and purchase orders related to facility services, maintaining budget tracking spreadsheets and supporting cost control initiatives
• Respond to facility-related inquiries via phone, email, and in person, escalating urgent issues appropriately while resolving routine matters independently
• Support health and safety compliance by maintaining emergency contact lists, coordinating safety inspections, and ensuring proper signage throughout operational areas
• Coordinate meeting room setup and logistics for back-of-house training sessions, briefings, and operational meetings as needed
  
  

Required qualifications:

• High school diploma or equivalent certification
• Minimum 2 years of experience in facilities coordination, building operations, or administrative support roles
• Strong computer proficiency including MS Office Suite (Word, Excel, Outlook) and ability to learn facility management software systems
• Excellent interpersonal and communication skills with ability to interact professionally with diverse stakeholders at all levels
• Demonstrated organizational abilities with capacity to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment
• Basic understanding of building maintenance systems, safety protocols, and workplace health and safety standards
• Flexibility to respond to urgent facility matters and occasional extended hours when operational needs require
  
  

Preferred qualifications:

• Associate degree or diploma in facilities management, business administration, or related field
• Experience using computerized maintenance management systems (CMMS) or work order tracking platforms
• Previous experience in commercial real estate, property management, or corporate facilities environments
• Knowledge of basic building systems including HVAC, electrical, plumbing, and fire safety equipment
• Familiarity with vendor management processes and service level agreement monitoring