Reception and Switchboard:

• Maintain an organised, welcoming and tidy Reception area
• Answer, screen and transfer calls for East Grinstead and Heybridge sites
• Manage anyone working in the building outside of core business hours to ensure their safety and wellbeing
• Make decisions and communicate with those working outside of core business hours
• Manage any issues arising outside of core business hours, escalating appropriately

Meeting Room Management:

• Process room bookings and video conference requests
• Produce monthly utilisation statistics
• Set up / clear down meeting rooms, arrange furniture to suit meeting requirements
• Order lunches and liaise with catering company
• Update meeting requirements spreadsheet
• Prepare and serve refreshments
• Produce wi-fi codes and process guest WIFI user requests via online system
• Create welcome messages on Reception TV
• Liaise with JLL Cleaning team regarding meeting room cleaning requirements
• Book meeting rooms for RR Recruitment Team interviews and staff meetings
• Support with any AV/IT issues
• Ensure all meeting spaces are set to a defined standard

General Administration:

• Process incoming and outgoing mail and courier items, scanning and emailing post for Accounts Payable
• Manage site stationery supplies and order business cards for East Grinstead and Heybridge sites (including proofreading)
• Make taxi bookings online or by phone
• Coordinate weekly requirements and manage kitchen supplies for 8 kitchens
• Place weekly food orders, replenish supplies
• Manage hire car collection/drop off
• Handle parking management for cars on double yellow lines (notices and staff emails)
• Raise work requests through the system for maintenance and cleaning
• Manage bookings for visitor car parking spaces
• Carry out administration tasks to support the business
• Maintain and update the front of house folder with complete work instructions

Facilities Support:

• Create, laminate and display advisory notices to staff
• Organise and maintain office keys

Health, Safety, Quality and Environment (HSQE) Support:

• Support Emergency Evacuation procedures
• Support weekly fire alarm testing when Facilities Assistant Manager is on annual leave

General Duties:

• Work to standard operating procedures implemented across corporate facilities
• Ensure performance is compliant with agreed SLA
• Support the review of procedures and processes
• Put forward suggestions and initiatives for service improvement
• Ensure all customer requests are dealt with efficiently and effectively

Experience Required:

Essential:

• Passionate about exceptional customer service with a flexible and proactive approach
• Experienced in Front of House or Reception, ideally within a corporate or 5-star hotel environment
• Ability to build positive relationships with colleagues, guests and clients at all levels, including Senior Executives
• Able to work on own initiative with minimal direction
• Confident in managing emergency situations and making decisions as required
• Strong team player with commitment to supporting colleagues and a "can do" attitude
• Excellent written and oral communication skills
• Exceptionally organised with skilled multi-tasking abilities
• High attention to detail
• Computer literate with working knowledge of Microsoft Office (Word, Excel, Outlook)
• Clear understanding of Health & Safety practices
• Customer focused with enthusiastic and conscientious approach
• Clear, strong and confident communication skills

At JLL, we believe the most effective teams are built when everyone is empowered to thrive. We support each other's wellbeing and champion inclusivity and belonging across teams, reflecting the diversity of the UK. If you're ready to take the more inspiring, innovative and optimistic path on your journey toward success as a Part Time Corporate Receptionist, we invite you to join our team and make a lasting impact.