Facilities Coordinator

Role Overview

Facilities Coordinator at JLL, located on-site in Doha, Qatar. This role serves as the primary visual point of contact for client employees, acting as the interface between internal operations and clients while providing reception and facilities support services.

Company Overview

JLL is a leading global provider of real estate and investment management services. The company is committed to combining world-class services, advisory and technology for clients while empowering talented people to build meaningful careers. JLL operates on core values of Teamwork, Excellence and Ethics.

Role Purpose

To create a welcoming and professional reception environment that represents client values through appearance, presentation and manner. This role ensures all visitors and internal staff receive exceptional service while managing facility operations and support functions to the highest standards.

Key Responsibilities

Visitor Management & Customer Service

• Welcome all visitors warmly and genuinely while walking them through guest registration and keeping them updated about their host or meeting.
• Register all visitors, both internal and external, correctly and issue passes according to client security standards.
• Track all visitors, including vendors, visiting employees and guests, using Resource Scheduler.
• Alert hosts to visitor presence and keep visitors updated about host arrival times, ensuring all visitors are collected by their hosts.
• Provide prompt and efficient service that consistently exceeds expectations.
• Maintain an effective customer focus in all activities.

Meeting Room Support

• Process and manage conference room bookings and requirements using Resource Scheduler within prescribed timescales.
• Undertake daily checks of meeting rooms to ensure they are kept clean, tidy and fully operational in terms of services and supplies.
• Raise Corrigo Work Orders as required.
• Assist in conference room set-ups, including furniture changes and adjustments to moveable walls where applicable.
• Order and deliver catering to meeting rooms as required.
• Make and deliver refreshments to meeting rooms as required.
• Support Audio-Visual equipment for meeting rooms and provide first-line resolution or escalate requirements as necessary.

Office Support

• Answer the phone professionally consistent with client's global standard.
• Liaise with client employees about all services offered at reception.
• Ensure the reception desk, waiting area and meeting rooms are maintained to the highest standards of tidiness and cleanliness.
• Manage incoming and outgoing courier, packages and mail as required.
• Manage and complete printing and binding requests.
• Procure and distribute pantry amenity supplies and stationery.
• Work closely with Facilities Management, Technology and wider building services teams to provide the best possible service.

Building Operations & Security

• Ensure all security doors remain closed and escalate any security equipment not working as designed.
• Manage parking and vehicle logs and records where applicable.
• Always wear client-approved uniform and name badge when on duty in line with required standards.

Compliance & Development

• Ensure you are up to date with any required changes to reception processes or office projects that may affect reception service delivery.
• Ensure procedural standards manual (SOPs) are kept up to date and adhered to.
• Take responsibility for contributing towards your own development with guidance of your line manager and attend training courses as identified.
• Follow established escalation procedures and incident reporting procedures.
• Be comfortable escalating early any concerns and seeking support from your management team.

Professional Conduct

• Act as a positive ambassador for the business.
• Show commitment to company values in all aspects of your role.
• Demonstrate a culture that promotes JLL's core values of Teamwork, Excellence and Ethics.
• Demonstrate client's principles to be a fiduciary to their clients, passionate about performance and commitment to a better future.

Qualifications & Experience

• Minimum 2 to 3 years of relevant Front of House, Customer Service or Guest Reception Agent experience.
• Hospitality background preferred.

Skills & Competencies

• Self-motivated, confident and energetic.
• Flexible and able to adapt to rapidly changing situations.
• Goal-oriented and able to focus on meeting all performance targets.
• Strong communicator with good presentation skills.
• Strong verbal and written communication skills in English and local language required; additional languages beneficial.
• Firm First mind-set and able to cooperate and work well with others to meet targets.
• Proven ability to commit to flawless execution while complying with firm's procedures and standards.
• Excellent Client Focus and Relationship Management Skills.
• Able to interact with general client staff and vendors with ease.
• Ability to manage conflict and conflicting priorities.
• Demonstrates ability to work with vendors to deliver efficient services.
• Demonstrates proactive and professional approach to customer service.
• Customer-oriented attitude.

Additional Information

• On-site position in Doha, Qatar.
• JLL is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.