Workplace Ambassador

6 months ago

Jakarta, Indonesia JLL Full time

JLL supports the Whole You, personally and professionally.

Workplace Ambassador
Work Dynamics - Integrated Facilities Management

As the Workplace Ambassador, you will be in charge of one of the busiest places in the office—the front desk. Constantly on the go, you’ll give our visitors a warm welcome, and guide them and our employees along the way. In other words, you will set the benchmark in giving our company a good first impression.

**What this job involves**:
Key activities the Workplace Ambassador is required to assist with include:
Client/Stakeholder Support
Provide superior customer service to meet on-site client’s expectations

Build relationships with clients/stakeholders

Communicate and engage with stakeholders/employees/guests for all queries and requests

Procurement & Vendor Support
Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)

Assist in the procurement of vendors and services as required

Host monthly/quarterly vendor meetings, upload minutes of meetings, action plans and improvements plans

Finance Admin Support
Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner

JDE PO/GR, Peoplesoft invoices, Corrigo WOs, track DAS reports and submit monthly accruals report to Workplace manager

Health & Safety
Conduct regular audits to ensure safety procedures are being complied with

Prepare PTW/RA for vendors during events on site

Assist in carrying out safety procedures when needed

Conduct safety briefing when requested

Participate in fire drills managed by Landlord

Ensure Safety SOPs are complied.

Site Operations tasking (% allocation depends on site)
Loading Dock Coordination (if applicable)

Coordination of Loading Dock bookings

Overseeing all incoming deliveries.

Observe unloading of trucks for proper handling and distribution of freight.

Recording delivery information on incoming shipments for each specific vendor.

Conference Rooms Coordination (Meeting rooms and Event space Coordination)

Coordinate booking of the conference rooms for events/meetings

Prepare Conference room areas for meetings/conferences

Manage Event space set up

Be POC for any issues/defects arise in meeting room technology, systems and assets

Organize any specific requirements from the clients regarding meetings

Coordinate DCI or customer meals as directed (depends on site)

Participation in events hosted by client and JLL4JLL

Office maintenance orders (Hard services)
Perform the weekly consumables order

Receipt all consumables delivered and store as required.

File and keep all receipts for records.

Ensure adequate consumables available for workplace operations

General Site inspections
Perform inspections. Give direction to the onsite staff and vendors workplace is kept clean and safe.

Organize any special clean requirements

Escorting Clients/Contractors

Escort clients in areas only persons with Level 1 Security Access can reach.

Assist in maintaining client access requirements.

Manage building access

Security System
Manage office and locker access

Extract badge data from the system

Maintain CCTV

Repair and Maintenance
Inspect all R&M assets, check inventory, rectify any issues

Keep record of all inspections completed

Assist in Ops Aide, Energy Audit, any other projects

Annual office improvements

Annual shut down

Risk Management
Assist in the property risk management program

Participate in the disaster recovery and business continuity plans as required

Follow established escalation procedures and incident reporting procedures

Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies

Achieve Key Performance Indicators and Service Level Agreement targets

Other tasks consistent with the role of Workplace Ambassador

Ideal Experience
You should be a graduate in any discipline and have two to three years’ experience in facilities management or the hospitality industry. Proven experience with continuous improvement initiatives and client reporting is also vital for this role. If you’re familiar with occupational safety requirements matched with strong computer literacy and the ability to manage activities using different systems, then you might be the best fit for this job.
Critical Competencies for Success
Firm First Mindset
Able to cooperate and work well with others to meet targets

Support the team effectively as and when needed

Proven ability to commit to flawless execution while complying with firm’s procedures and standards

Client Focus & Relationship Management
Demonstrate and ensure to instil a culture in the team that match our ‘I am JLL’ core behaviours and values of being an Safety, Expert, Proactive, Innovative, Team Player and valuing the Customer

Able to interact with the general client staff & vendors with ease

Abi

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