JLL hiring Front Office Executive in Pune, Maharashtra, India:
Job Snapshot
A well-managed reception and visitor management system is crucial for any organization. It involves greeting guests, managing entry formalities, and directing them to employees as per their appointments. Receptionists also handle incoming calls and redirect them to designated employees or take messages. They ensure smooth daily operations, including managing onsite vendor staff and scheduling daily tasks. Additionally, they oversee housekeeping check sheets, coordinate additional services such as pest control, and provide operations training to staff. Other responsibilities include event management, handling admin-related tasks, supervising mail room activities, maintaining records and files, and managing various services such as cleaning, garbage disposal, office support, and inventory management.
Understand The Job
Reception and Visitor Management: Keeping Your Workplace Running Smoothly
In the hustle and bustle of modern office life, the reception and visitor management team plays a crucial role in ensuring that daily operations run smoothly. From greeting guests and directing them to the appropriate employees to managing onsite vendor staff, this team is essential to the overall functioning of the workplace.
The responsibilities of the reception and visitor management team are diverse and demanding. Greeting guests upon their arrival, following entry formalities, and directing them to the employees as per their appointment are all part of their daily routine. Answering incoming calls and redirecting them to designated employees, or taking and relaying messages, is another important aspect of their role.
In addition to these front-facing responsibilities, the reception and visitor management team also ensures that daily facilities management operations run smoothly according to defined processes. This includes carrying out daily activities as per schedule and keeping service reports properly organized. They are also responsible for managing the onsite vendor staff, scheduling their daily jobs, and preparing shift schedules.
Maintaining meticulous records is another vital task undertaken by the reception and visitor management team. This includes ensuring that all check sheets of housekeeping and technicians are filled out accurately, as well as monitoring additional services such as pest control and façade cleaning to ensure they are carried out according to schedule.
Training is also a key component of their role, as they are responsible for imparting relevant operations training to the staff as per the schedule. In addition, they assist the client in event management as required, handle reception board and admin-related works, and supervise mail room activities.
From indenting stationary and housekeeping materials to booking cabs and hotel accommodations for employees, this team is also responsible for a wide range of administrative tasks. They also oversee the booking of conference and meeting rooms, arranging lunch when necessary, and managing soft services such as cleaning and upkeep of premises, garden plants, and waste disposal.
In short, the reception and visitor management team is the backbone of a well-functioning workplace. Their attention to detail, organizational skills, and ability to handle diverse responsibilities make them an essential part of any office environment. So the next time you visit an office and are greeted with a warm welcome, remember the hardworking individuals behind the scenes who keep everything running smoothly.
Success Tips
2. Ensure thorough understanding of all daily FM operations and processes, and consistently adhere to schedule and service reporting requirements.
3. Efficiently manage and schedule onsite vendor staff, and meticulously maintain all check sheets for housekeeping and maintenance.
4. Coordinate additional services such as pest control and façade cleaning, and provide relevant operations training to staff as needed.
5. Handle administrative tasks including reception board management, mail room supervision, record keeping, and procurement of office supplies, as well as coordinating travel and event management as required.
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