Front Office Executive

Job Description

JLL supports the Whole You, personally and professionally. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally. Job Title: Front Office Executive - Facilities Job Summary: The Front Office Executive in Facilities is responsible for managing the front desk and providing administrative support within a facilities management department. They serve as the first point of contact for visitors, handle incoming calls, coordinate mail distribution, and assist with general administrative tasks. The Front Office Executive plays a crucial role in delivering excellent customer service and maintaining a professional and efficient front office environment. Duties and Responsibilities: Reception and Visitor Management: Greet visitors in a polite and professional manner, ensuring a positive first impression. Coordinate visitor sign-in processes and issue visitor badges as necessary. Respond to inquiries from visitors and direct them to the appropriate personnel or department. Provide assistance and guidance to visitors, ensuring their needs are met. Incoming Call Handling: Answer incoming calls promptly and professionally, directing calls to the appropriate individuals or departments. Provide general information and assistance to callers or route calls to the appropriate personnel for further assistance. Assist with managing voicemail and forwarding messages to the relevant recipients. Mail and Package Coordination: Receive, sort, and distribute incoming mail and packages to the appropriate recipients or departments. Coordinate outgoing mail and packages, including arranging couriers or postal services as required. Maintain accurate records and tracking systems for incoming and outgoing mail and packages. Administrative Support: Assist with general administrative tasks, including data entry, filing, scanning, and photocopying. Schedule and coordinate meetings, conference room bookings, and appointments as requested. Assist with travel arrangements, hotel bookings, and transportation logistics as required. Prepare reports, presentations, and other documentation as assigned. Facilities-related Coordination: Act as a liaison between facility management, employees, and external vendors or contractors. Assist with coordinating facility-related requests, such as maintenance and repairs, office supplies, or equipment. Monitor and report any facility-related issues or concerns to the appropriate personnel. Help maintain a clean and organized front office area and lobby space. Customer Service and Professionalism: Provide exceptional customer service to all individuals entering the facility or contacting the front desk. Handle inquiries, complaints, or requests in a professional and timely manner. Maintain a positive, helpful, and cooperative attitude in all interactions. Requirements: High school diploma or equivalent; additional certifications or education in office administration or customer service is a plus. Previous experience in a front office or receptionist role, preferably within a facilities management environment. Excellent communication and interpersonal skills. Professional and friendly demeanor with a customer-centric approach. Strong organizational skills and attention to detail. Proficiency in using basic office software applications (e.g., Microsoft Office Suite). Ability to multitask and handle a high volume of visitors and calls. Problem-solving and decision-making abilities. Knowledge of general administrative procedures and office equipment. Familiarity with facilities management terminology and practices is advantageous. If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table! Personalized benefits that support personal well-being and growth: JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. About JLL – We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities. Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally. Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.