Facilities Assistant

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.   

Facilities Assistant

Role Summary

Acting as the first point of contact for all staff, contractors and visitors attending site, projecting a professional and welcoming image of the client and providing a wide range of support services to departments at post.

To support the team on site with all administrative and FM related tasks.

Key Responsibilities

• Welcome visitors by greeting them in a warm, courteous and friendly manner, seeking to anticipate their needs.
• Manage sign-in process for vendors and visitors with professionalism and hospitality.
• Answers incoming calls in a professional manner, transferring them where appropriate and/or answering any enquiries, provide advice on any client's operation related rules and activities
• Ensure prompt and appropriate follow up action is taken where necessary with regards to messages or enquiries noted.
• Maintain internal directories and the reception manual, updating regularly as business changes occur.
• Assist with building issues where appropriate (setting up Wi-Fi).
• Ensures security and confidentiality measures are always adhered to. Working with the security team daily to ensure all potential incidents are reported immediately through relevant channels.
• Manage the official email inbox, responding to emails accurately and efficiently.
• Overall responsibility for incoming and outgoing mail, keeping the outgoing mail book up to date, enduring all letters are sent/ collected on time.
• Overall responsibility for stationery management (ordering, keeping records, liaising with CS team)
• Supporting client's staff/external guest and third parties during official functions held in the Embassy building.
• Provide administration support to the FM team at Posts, including booking of appointments, ordering stationery and other such administration functions that arise

Skills Required:

• Excellent English (at least C1) and Polish (at least C1)
• Willingness to go through client's security clearance process. Obtaining the relevant clearance is mandatory
• Ability to handle and manage queries and messages from visitors, in a timely, efficient, friendly and helpful manner.
• Ability to prioritise workloads and act on own initiative.
• Ability to provide directions and other relevant information for all visitors enquiring the reception.
• Excellent working knowledge of MS Word, Excel & Outlook.
• Excellent verbal and written communication skills, customer focused approach
• Impeccable manners
• Professionalism and competency when interacting with clients, visitors and answering incoming calls.
• Ability to handle complex instructions.
• Excellent computer skills and the ability to learn new systems and platforms.

What you can expect from us:

• Contract of employment
• Benefits package (private healthcare, cafeteria system, life insurance)
• Opportunity to demonstrate your own initiatives in a multinational Company with great and long-term career prospective
• Opportunity to participate in training and development programs
• Friendly and supportive company culture

Location:

On-site –Warsaw, POL

Job Tags:

Hiring

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!

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

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 may email us at accomodationrequest@am.jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.