JLL supports the Whole You, personally and professionally.
Workplace Ambassador
Work Dynamics - Integrated Facilities Management
As the Workplace Ambassador, you will be in charge of one of the busiest places in the office—the front desk. Constantly on the go, you'll give our visitors a warm welcome, and guide them and our employees along the way. In other words, you will set the benchmark in giving our company a good first impression.
**What this job involves**:
Key activities the Workplace Ambassador is required to assist with include:
Client/Stakeholder Support
Provide superior customer service to meet on-site client's expectations
Build relationships with clients/stakeholders
Communicate and engage with stakeholders/employees/guests for all queries and requests
Procurement & Vendor Support
Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works)
Assist in the procurement of vendors and services as required
Host monthly/quarterly vendor meetings, upload minutes of meetings, action plans and improvements plans
Finance Admin Support
Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
JDE PO/GR, Peoplesoft invoices, Corrigo WOs, track DAS reports and submit monthly accruals report to Workplace manager
Health & Safety
Conduct regular audits to ensure safety procedures are being complied with
Prepare PTW/RA for vendors during events on site
Assist in carrying out safety procedures when needed
Conduct safety briefing when requested
Participate in fire drills managed by Landlord
Ensure Safety SOPs are complied.
Site Operations tasking (% allocation depends on site)
Loading Dock Coordination (if applicable)
Coordination of Loading Dock bookings
Overseeing all incoming deliveries.
Observe unloading of trucks for proper handling and distribution of freight.
Recording delivery information on incoming shipments for each specific vendor.
Conference Rooms Coordination (Meeting rooms and Event space Coordination)
Coordinate booking of the conference rooms for events/meetings
Prepare Conference room areas for meetings/conferences
Manage Event space set up
Be POC for any issues/defects arise in meeting room technology, systems and assets
Organize any specific requirements from the clients regarding meetings
Coordinate DCI or customer meals as directed (depends on site)
Participation in events hosted by client and JLL4JLL
Office maintenance orders (Hard services)
Perform the weekly consumables order
Receipt all consumables delivered and store as required.
File and keep all receipts for records.
Ensure adequate consumables available for workplace operations
General Site inspections
Perform inspections. Give direction to the onsite staff and vendors workplace is kept clean and safe.
Organize any special clean requirements
Escorting Clients/Contractors
Escort clients in areas only persons with Level 1 Security Access can reach.
Assist in maintaining client access requirements.
Manage building access
Security System
Manage office and locker access
Extract badge data from the system
Maintain CCTV
Repair and Maintenance
Inspect all R&M assets, check inventory, rectify any issues
Keep record of all inspections completed
Assist in Ops Aide, Energy Audit, any other projects
Annual office improvements
Annual shut down
Risk Management
Assist in the property risk management program
Participate in the disaster recovery and business continuity plans as required
Follow established escalation procedures and incident reporting procedures
Adhere to Jones Lang LaSalle's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies
Achieve Key Performance Indicators and Service Level Agreement targets
Other tasks consistent with the role of Workplace Ambassador
Ideal Experience
You should be a graduate in any discipline and have two to three years' experience in facilities management or the hospitality industry. Proven experience with continuous improvement initiatives and client reporting is also vital for this role. If you're familiar with occupational safety requirements matched with strong computer literacy and the ability to manage activities using different systems, then you might be the best fit for this job.
Critical Competencies for Success
Firm First Mindset
Able to cooperate and work well with others to meet targets
Support the team effectively as and when needed
Proven ability to commit to flawless execution while complying with firm's procedures and standards
Client Focus & Relationship Management
Demonstrate and ensure to instil a culture in the team that match our 'I am JLL' core behaviours and values of being an Safety, Expert, Proactive, Innovative, Team Player and valuing the Customer
Able to interact with the general client staff & vendors with ease
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