Service Experience Facilities Administrative Assistant - Jones Lang LaSalle Incorporated

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

What this job involves –

This pivotal role is instrumental in crafting authentic service experiences that fortify the relationship between JLL, our clients, and their guests. As the primary point of contact at Reception, the incumbent is entrusted with welcoming employees, embodying genuine hospitality and delivering thoughtful services. This multifaceted position seamlessly blends elements of Facilities Management, Hospitality, Accounting, and Administrative support. The role demands a commitment to maintaining smooth operations through meticulous administrative assistance and the flawless execution of duties, all while adhering to the highest standards of professionalism and service excellence. By serving as the face of the organization, this position plays a crucial role in shaping first impressions and fostering a welcoming environment that aligns with JLL's reputation for exceptional client care.

Your day to day:

Site Operations  

• Create a comfortable, welcoming, and hospitable experience for employees and their guests. 
• Boost agility in the workplace by managing up-to-date visitor information. 
• Handle internal & external calls and correspondence. Monitor voicemails left the on-site main phone line and share information with clients.
• Anticipate client needs through observation to create memorable experiences.  
• Manage stationery requisition and related inventory management. 
• Adhoc responsibilities assigned by Facilities Manager.

Customer Services 

• Foster a sense of community and create happiness at work for our teams, our clients, and their guests. 
• Create a welcoming environment for our clients, (internal/external) customers by providing authentic, caring, and timely services.
• Be a solution provider to our teams, our clients, and their guests by directing them to the appropriate POC to help resolve issues if it falls out of your purview. 

Visitor Management

• Provide personable and efficient visitor registration services. 
• Ensure regulatory compliance in managing visitor access through client's or Landlord's Visitor Management Systems (VMS). 
• Enhance safety and security of our client’s facility by management of visitor's access. 
• Execute emergency response plan to ensure the safety of clients and guests when necessary.

Conference Meeting Room Booking 

• Assist & educate the client to achieve optimization and efficiency for meeting room bookings. 
• Enhance user comfort and services by the efficient turnaround of meeting rooms. Push in chairs and arrange evenly; tidy markers/phone/cords on tables
• Check all resource scheduler panels to ensure they are in working order. If not, reach out to the appropriate team to resolve it.
• Wipe down all dry erase boards so they are always clean immediately after room use
• Facilitating office conference calls, client calls – setting up IT/audio/video, ensuring speakers are set up.

Kitchen

• Tidy counters and large table as needed.
• Keep fully stocked: snacks, nuts & snack bars, both cereal containers, fruit bowl.
• Review and stock all inventory and order as needed.
• Check the expiration date and remove items as needed.
• Confirm receipt of supply deliveries each week.
• Order all consumable supplies.
• Order all paper goods & utensils.
• Ensure all beverage machines, ice/water machines are in working order. If not, reach out to the appropriate team to resolve it and communicate downtime with clients.

Mail Services 

• Organize receipt and deliveries of all mails and courier services. 
• Manage mail distribution records and mail logs.
• Deliver mail to mailboxes.
• Email recipients when packages are delivered; place on their desk if they have one or any pre-agreed stating point.
• Send out daily packages and mail (add postage, as needed)
• Create FedEx labels as requested

Location:

On-site –St. Paul, MN

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  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. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary 

• Paid Time Off and Company Holidays

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. Weendeavourto keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

This position may require you to be fully vaccinated against COVID-19. If required, you’ll be asked to provide proof that you’re fully vaccinated upon your start date. You’re considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination. 

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you maycontact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Uspage > I want to work for JLL.

Accepting applications on an ongoing basis until candidate identified.