Facilities Assistant/Receptionist

• Greet and welcome visitors, ensuring a positive first impression
• Manage incoming calls and direct them appropriately
• Maintain an organized and tidy reception area
• Coordinate visitor access and issue visitor badges
• Provide high-quality customer service and assist with inquiries

• Assist with scheduling and coordination of meetings and appointments
• Manage incoming and outgoing mail, including sorting and distributing packages
• Maintain accurate records and files, including office supplies inventory
• Prepare and distribute internal communications, memos, and announcements
• Assist with travel arrangements and expense reimbursements

• Ensure meeting rooms are set up and equipped with necessary technology
• Assist with event coordination, including room bookings and catering arrangements
• Liaise with vendors and suppliers for office supplies and maintenance requests
• Coordinate office equipment repairs and maintenance
• Assist with access card management and security procedures

• Monitor and report any health and safety hazards or incidents
• Ensure compliance with workplace safety policies and procedures
• Conduct regular inspections of common areas and report maintenance issues
• Assist with emergency response protocols and evacuation procedures

• High school diploma or equivalent (additional education/training is a plus)
• Proven experience in a receptionist or administrative role
• Strong interpersonal and communication skills
• Excellent customer service orientation
• Proficient in using office software and equipment (e.g., Microsoft Office Suite, phone systems)
• Ability to prioritize and multitask in a fast-paced environment
• Attention to detail and strong organizational skills
• Understanding of basic health and safety regulations

Jones Lang LaSalle