Facilities Operations & Front Desk Coordinator

JLL; Philippines; On-site; PHP 360,000 - 600,000; Full time

Job summary

JLL in the Philippines is seeking a Facilities Coordinator and Receptionist to manage asset registers, oversee facilities operations, lead space planning, and support vendor management. You will coordinate maintenance, safety checks, access control, and office services while ensuring smooth front desk functions and event support.

The role covers administrative support, procurement processing, and coordination with security and management for office continuity and efficiency.

Responsibilities

• Maintain asset registers and track office equipment and furniture
• Oversee overall 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
• Process facilities-related invoices and purchase orders
• Maintain facilities documentation and records
• Support office events and setup requirements
• Greet visitors and manage visitor registration/sign-in process
• Issue visitor passes and notify employees of guest arrivals
• 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
• Assist with office events and special projects as needed
• Support health and safety protocols (temperature checks, health declarations if required)

Job description

JLL in the Philippines is seeking a Facilities Coordinator and Receptionist to manage asset registers, oversee facilities operations, lead space planning, and support vendor management. You will coordinate maintenance, safety checks, access control, and office services while ensuring smooth front desk functions and event support.

The role covers administrative support, procurement processing, and coordination with security and management for office continuity and efficiency.