Administrator cum Receptionist
Role Overview
- Work alongside the Senior Admin to support daytoday operations of the regional office, ensuring smooth meetings, events, and executive/visitor logistics.
- Supporting Facilities Reception managing front desk area, mailroom, logistics and events
Key Responsibilities
- Executive & customer visit support: complete preregistration, receive and escort visitors, and provide onsite assistance.
- Meeting room setup: arrange seating, print name tents, handle lunch/refreshment arrangements; reset rooms after use.
- Coordinate inhouse events: complete presetup of event spaces and liaise with the Facilities team and GIS to ensure venues are fully eventready.
- Event operations: manage registration, order event items, coordinate deliveries, and receive/track items.
- Restaurant bookings: shortlist venues, secure reservations, manage headcount updates and changes.
- Airport transfers: liaise with limo drivers to arrange pickups/dropoffs for senior executives.
- Attendance tracking: record and consolidate meeting attendance when required.
- General admin support: draft/format documents and update simple tracking sheets.
Back up Receptionist
The BackUp Receptionist provides support to ensure seamless frontdesk operations during the absence of the primary receptionist or during peak periods. This role upholds a professional workplace experience for clients, visitors, and internal stakeholders.
- Maintaining the front office and reception area. Ensure that they are clean, presentable and are in compliance with regulations or requirements of the client.
- Ensure to give clear instruction and direction to the Facility Team and other functions who are supporting the office operation.
- Provide assistance to visitors and clients at the counter. Greet and welcome individuals approaching the counter. Address inquiries and provide relevant information. Ensure a positive and professional interaction with visitors.
- Direct clients to the appropriate personnel or department as needed. Maintain a helpful and approachable demeanour. Handle any immediate concerns or issues raised by visitors.
- Keep the counter area organized and presentable. Uphold a customer-centric approach in all interactions. Collaborate with team members to enhance customer service.
Phone Calls
- Receive, screen, and direct incoming phone calls to the appropriate departments or personnel.
- Handle general inquiries in a professional and timely manner.
- Take accurate messages and ensure prompt followup
- Support internal communication by responding to basic queries from employees
- Managing Facilities Request Call.
Coverage & Flexibility
- Provide receptionist coverage during leave, lunch periods, meetings, or hightraffic situations.
- Demonstrate flexibility in work assignments to ensure uninterrupted frontdesk operations.
- Support transition handovers before and after coverage periods
Mail Room & Courier Management
- Receive, log, and distribute incoming mail and parcels.
- Coordinate outgoing courier bookings and ensure proper documentation.
- Notify employees of received deliveries promptly.
- Manage Client's Recreation Card
- Handle basic administrative tasks, such as data entry and filing.
- Keep track of office equipment and arrange for maintenance.
- Maintain accurate records and documentation as required.
- Collaborate with various departments to ensure smooth operations.
Requirements & Attributes
- Proficient in MS Office (Excel, Outlook, Word)
- Calm and organized under pressure; prepared and willing to work in a fastpaced environment.
- Proactive, eager to learn, and comfortable with varied tasks; strong at following through on requests.
- Reliable, detailoriented, and serviceminded.
- High integrity to handle sensitive information and documents.
- No extensive prior experience required training will be provided.
- Good communication skills for interfacing with executives
Professional Representation
- Represent the company and JLL professionally at all times.
- Maintain a courteous, calm, and serviceoriented attitude, even under pressure.
- Support a positive workplace experience for clients, visitors, and employees.
Compliance, Safety & Confidentiality
- Adhere to company policies, data privacy standards, and confidentiality requirements.
- Maintain a tidy, organized, and professional reception area at all times.
- Follow emergency procedures and assist in evacuations or incidents when required.
Good Communicator
You can communicate well with senior leadership and stakeholders and interfacing with Executive.
