Facilities Admin cum Receptionist

Jones Lang LaSalle Incorporated; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Singapore is seeking a Workplace Executive to be the primary point of contact for building operations, coordinating facilities management, managing vendor relationships, and responding to client requests with professionalism.

You'll balance multiple priorities, communicate across stakeholders, and maintain meticulous attention to detail to deliver superior workplace experiences in a fast-paced, multi-floor office environment.

Qualifications

• 2–4 years in reception, front office, workplace services, or facilities coordination.
• Occupational First Aid Certificate from an approved body.
• Fire Warden certification or ability to obtain on hire.
• Mandarin proficiency to communicate with visitors and stakeholders.
• Ability to manage multiple priorities with high accuracy.
• Strong communication and interpersonal skills with visitors, vendors, and staff.
• Proficiency in Microsoft Office and visitor management systems.
• Customer service orientation with discretion and confidentiality.
• Knowledge of health and safety, emergency procedures, and evacuations.
• Flexibility for extended reception hours; 3 shifts (8am-5pm, 9am-6pm, 10am-7pm).
• Experience in multi-floor corporate offices with integrated facilities management.
• Familiarity with courier services and international shipping docs.
• Experience with CMMS tools and meeting room tech.

Responsibilities

• Serve as the main point of contact and tenant representative for building management.
• Manage reception operations including visitor management and access control.
• Process incoming and outgoing mail and courier services (local and international).
• Conduct site inspections, manage parking, room bookings, and lost-and-found.
• Serve as Fire Warden and First Aider in emergencies.
• Support maintenance arrangements and operational readiness.
• Prepare and distribute facilities communications to staff.
• Maintain records of visitor logs, courier shipments, stamps, and access cards.

Skills

Communication

Interpersonal skills

Attention to detail

Customer service

Discretion / confidentiality

Education

Occupational First Aid Certificate

Fire Warden certification

Tools

Microsoft Office Suite

Visitor management systems

Facilities management software

CMMS tools

Video conferencing equipment

Job description

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. As a Workplace Executive at JLL, you'll serve as the primary point of contact for workplace operations, ensuring our clients' environments run seamlessly day-to-day. This role sits at the heart of service delivery, where you'll coordinate facilities management activities, manage vendor relationships, and respond to client requests with professionalism and urgency. You'll be the trusted advisor who anticipates needs, solves problems proactively, and maintains the high standards our clients expect. At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees — and as a Workplace Executive, you'll play a vital role in bringing this vision to life through exceptional workplace experiences. Your ability to balance multiple priorities, communicate effectively across stakeholders, and maintain meticulous attention to detail will be essential to your success. This position offers the opportunity to build strong client relationships while developing your expertise in integrated facilities management within a dynamic, fast‑paced environment. We believe the most effective teams are built when everyone is empowered to thrive, and in this role, you'll be empowered to take ownership of critical workplace operations that directly impact our clients' business continuity and employee experience.

What your day-to-day will look like:

• Serve as the main point of contact and tenant representative for building management, coordinating all facilities-related communications and portal management activities
• Manage reception operations including visitor management systems, access card administration, and ensuring seamless guest experiences from arrival through departure
• Process incoming and outgoing mail and courier services (local and international), maintaining accurate databases and ensuring proper documentation and distribution
• Conduct regular site inspections and manage parking allocations, room bookings, and lost-and-found procedures according to established protocols
• Serve as a certified Fire Warden and First Aider, responding to emergency situations and ensuring the safety and security of all building occupants
• Support arrangements for any maintenance activities and operational readiness
• Prepare and distribute facilities-related communications and memos to staff, ensuring clear and timely information flow across the organization
• Maintain detailed records of visitor logs, courier shipments, stamps inventory, and access card assignments while ensuring compliance with security procedures

Required qualifications:

• Minimum 2-4 years of experience in reception, front office operations, workplace services, or facilities coordination
• Occupational First Aid Certificate from an approved certifying body (preferable)
• Fire Warden certification or ability to obtain certification immediately upon hire (preferable)
• Working proficiency in Mandarin to effectively communicate with audience including visitors, client stakeholders, vendors (preferable)
• Demonstrated ability to manage multiple priorities simultaneously with exceptional attention to detail and accuracy
• Strong communication and interpersonal skills with the ability to interact professionally with visitors, vendors, and staff at all organizational levels
• Proficiency in Microsoft Office Suite and experience with visitor management systems and facilities management software
• Customer service orientation with discretion, confidentiality, and ability to remain composed under pressure
• Knowledge of health and safety matters, emergency procedures, and building evacuation protocols
• Flexibility to manage extended hours of coverage at Reception. Three shifts (8am-5pm, 9am-6pm and 10am-7pm M-F)
• Experience working in a multi-floor corporate office environment with integrated facilities management services (preferred)
• Familiarity with courier services and international shipping documentation procedures (preferable)
• Experience with CMMS tools (preferable)
• Background in managing meeting room technology including telephone and video conferencing equipment (preferable)

Location: On-site - Singapore

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page.