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Workplace Ambassador

Jll

JLL provides professional services in real estate and investment management worldwide.

Front-of-house and facilities liaison managing reception, meeting rooms, hospitality and security.

9d ago

Expert & Leadership (13+ years), Junior (1-3 years), Experienced (8-12 years)

Full Time

Greater Manchester, England, United Kingdom

Onsite

Company Size

102,000 Employees

Service Specialisms

Construction services

Project Management

Consulting

Engineering

Architecture

Property Development

Design

Technical Services

Sector Specialisms

Industrial

Energy

Infrastructure

Buildings

Residential

Commercial

Water Resources

Heavy Civil

Role

What you would be doing

helpdesk management

booking system

av coordination

visitor management

facility inspections

event coordination

Manage all the requests on the Facilities helpdesk and liaise with service providers
Obtain all external attendee names of visitors and prepare a daily visitor arrival list for the next working day
Assist with any ‘ad hoc’ requirements or request related to functions and events
Set up and reset of internal and external meeting rooms, training rooms or conference rooms. Manage rooms to be set up appropriately according to individual booking and equipment requests. Rooms should be reset as appropriate in line with daily booking schedules
Communicate effectively to other team members and keep Assistant Facilities Manager informed at all times
Brief visitors on arrival on fire evacuation procedures- emergency exits, evacuation routes and assembly points
Ensure meeting room booking system is up to date- details for rooms are correct, assist with any booking inquiries and liaise with supporting teams if necessary
To be customer focused at all times, by being visible at the reception desks and developing relationships with staff and customers
Assist with any other internal events lead by business as requested
Supervise and be present throughout event
Manage and follow up on the event set up / run down on the respective floor, ensuring everything is in order including technology assistance and all teams involved are prepped for required activities
Handle/Assist with incoming and outgoing mail enquiries according to the existing procedures
Manage meeting room inventory checks
Assist with communications to promote, confirm attendances, create name badges etc…
Assist in coordinating the repair and maintenance of office equipment and in the ordering in of office supplies.
Monitor waiting areas to ensure visitors are collected/attended to in a timely fashion, interacting as appropriate
Ensure all meeting rooms are kept clean, tidy are ready for use – ensure highest level of cleaning standards. Pre- checks to be conducted before every meeting .
Provide food and beverage service for external/ client suite meetings or events. Manage with Hospitality lead and coordinate with vendors if necessary for large catering functions, fine dining, any special requests etc…
Conduct daily meeting room and office checks
Manage all visitor categories in line with security protocol
Ensure reception desks, waiting areas and internal meeting rooms are maintained to highest standards of tidiness and cleanliness as outlined in any operational KPIs
Suggest ideas for developing and evolving the reception services and assist in implementing these ideas
Inform hosts of the arrival of their guests or escort to host/ meeting room (in line with security practices)
Encourage and nudge appropriate booking behaviour and provide utilization reporting including block booking, no shows etc…
Daily walk rounds to be conducted, to ensure high standard is kept throughout all FM concerns (cleaning, maintenance) to be logged on JLL system
Ensure accurate and detailed hand over is planned & passed on (for tasks for within responsibility), if absent from the business.
Provide team briefs for wider workplace team on upcoming events, conferences, client suite events to ensure up to ensure all teams are aware of activities
Manage catering requests, AV or VC, room equipment, any special requirements etc… liaise with FM team/ catering/ security/ any other vendors as appropriate to ensure all requests are fulfilled accordingly
Regularly monitor customer feedback and produce an appropriate action plan based on the results
Welcome new joiners and provide in person or virtual orientation tours/ supporting documentation and media
Meet and greet all staff, customers and visitors professionally and cheerfully
Assist with coordination of events: supervise the set-up / dismantling of event venues, perform risk assessments. Liaise with necessary teams (security, housekeeping etc…) as necessary to ensure a consistent level of service
Always deliver 5* customer service with a professional and presentable appearance
Support and manage the meeting room booking system, which includes booking all forward and same day reservations, cancellations and / or amendments to bookings as per client requests (site depending) ensuring frequent communication with end user on their booking
Serve as an information source for staff and customers- assist and advise with any inquiries on building facilities, meeting room locations, special events, surrounding amenities as appropriate
Issue and control visitor security passes; Liaise and interact with security to guarantee a safe working environment for all visitors and staff Proactive premises inspections, proactively raise work orders for surrounding areas to report any maintenance issues, cleanliness issues or system faults where necessary
Keep accurate and update records of office seating plan
Liaise with facilities team to ensure all WOs are completed within agreed suitable timeframe

What you bring

f&b

refill

approachable

professional