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

Facilities Assistant cum Receptionist - BOHve Assistant