Reception and Facilities Experience Coordinator

JLL supports the Whole You, personally and professionally.
Role Purpose
Reporting to the Regional Assistant Facilities Manager FraBeLux.
A highly self-motivated person with a passionate for customer service, a team player with great attention to detail. The key focus for this role will be to create a single visual point of contact for BlackRock employees and to act as the primary interface between the internal operations of BlackRock, its clients and vendors. Providing services to the highest standards as well as representing BlackRock values in appearance, presentation, and manners.
To promote the company in the most favourable light through the highest levels of personal and professional conduct.
To ensure that reception services provide a high-profile role model that reflects JLL and BlackRock values and which sets the tone for everyone entering the BlackRock premises, whether they be staff or visitors.
You will need to demonstrate a culture that promotes JLL’s core values of Teamwork, Excellence and Ethics and Blackrock’s principles to be a fiduciary to their clients.
Core Reception Responsibilities
Enthusiastically welcome all visitors to BlackRock, by welcoming them, showing them through the process of registration, keeping them updated about their host / meeting, taking care of their needs during their visit to BlackRock and bidding them goodbye.
Answering the phone in a professional manner consistent with BlackRock’s global standard
Managing the switchboard and welcoming clients
To ensure reception desk, waiting area and meeting rooms are maintained to highest standards of tidiness and cleanliness.
To process and manage conference room bookings and requirements
To ensure all visitors and contractors to the building are correctly registered and issued a pass or greeted by their hosts
To book taxis for internal and external guests
To provide hospitality services to the meetings room as requested in the bookings and per local office standard procedures.
Coordinate catering services for internal events
To assist in the conference room set-ups as required, including furniture changes and adjustments to moveable walls (where applicable)
To understand the Audio-Visual equipment for the meetings rooms and provide or escalate support requirements as necessary
Manage and order office stationery & pantry supplies deliveries, stock, and distribution
Assist with printing, binding services mail & courier handling services.
Support BLK team with desk booking process
Manage and coordinate security access cards for employees and vendors.
Other reasonable duties required as part of the role as and when requested, and flexibility on ad hoc overtime. Based on-site from Monday to Friday.
Facilities Service
Coordinate general Housekeeping, Porterage (room set up and changes), Horticulture and Cleaning, per the JLL contract with the help of the AFM
Collaborate with the BlackRock teams vendors and planned works
Be security and HSE first point of contact on the ground for general queries, supported by the wider JLL account
Periodic office checks and raising any reactive jobs with the helpdesk. Taking ownership of the visual presentation of the workplace, ensuring not only meeting rooms but also shared areas (walls, kitchens, carpets, etc.) are consistently clean, tidy, and aligned with premium standards
Perform guided checks on AED and First aid boxes
Escort or arrange escort for vendors (Fire extinguisher, plants etc)
To regularly monitor customer feedback and provide weekly updates to the AFM/FM on key observations, incidents, or improvements to be made.
Be aware of all projects which are happening within the office that may have an impact on operational delivery.
Risk Management
Support the implementation disaster recovery and business continuity programmes.
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.
You will need to be able to demonstrate the following skills and experience
Prior experience in facilities, hospitality, or related field (preferred).
Fluency in English is required to ensure effective communication with all employees and visitors. French knowledge is preferred. Any other language knowledge will be a plus.
Problem-solving skills - capacity to deal with ambiguity and solve complex problems effectively.
The ability to effectively deal with stressful situations.
The ability to work independently.
Critical Competencies for Success
Firm First mind-setAble 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. Proven ability to manage multiple and complex operational matters daily.
Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner.
Personalized benefits