Facilities Assistant

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Facilities Assistant cum Reception – JLL

What this job involves:

The Facilities Assistant cum Reception represents the brand and image of both our client and JLL as the primary point of contact for clients, internal and external guests, and vendors. The individual is responsible for providing a memorable and exceptional hospitality experience, communicating building and facility information effectively, and maintaining the cleanliness, comfort, safety, and overall appearance of assigned areas. This role actively supports broader integrated facilities management and operations—spanning hard and soft services, event coordination, meeting room services, waste management, and administrative support—while ensuring proactive problem-solving, seamless vendor collaboration, and adherence to safety and operational standards.

What your day-to-day will look like:

• •Create exceptional experiences by responding promptly to call and walk-in inquiries with enthusiasm, anticipating client needs, building authentic relationships, and taking ownership of customer issues.
• •Execute site-specific visitor and access management by handling registration via the Building app, generating pre-arrival codes, coordinating large event check-ins with the Building Management Office (BMO), validating guest lists, and managing after-hours access protocols.
• •Oversee daily mailroom operations including package handling, sorting, distribution, shipping accounts, system proficiency, and conducting regular inventories of mailroom supplies.
• •Act as the eyes and ears of the safety and operations team by patrolling spaces, monitoring lobbies, checking for hazards or cleanliness issues, self-performing remedies where possible, and reporting infractions or maintenance needs immediately.
• •Maintain detailed logs and accurate data for unusual occurrences, property damage, injuries, or theft, and prepare error-free incident reports within KPI guidelines.
• •Manage the lost and found process by logging items into the system, securing high-value items in proper storage, and conducting regular audits and secure disposals.
• •Support team members across event coordination, meeting room services management (including pre-badging), mobile concierge duties, vendor relationship management, filing, data management, and general administrative duties such as photocopying, scanning, and printing.

Required Qualifications:

• •Education: Bachelor’s degree/Diploma are highly preferred
• •Experience: 4–6 years in facilities management, administrative support, hospitality, or front desk customer service (MNC / fast-paced corporate background preferred).
• •Skills: Proficiency in office productivity tools, quickly adapt to building management systems/apps, mailroom management platforms, and data entry/administrative documentation.
• •Communication: Exceptional verbal and written communication skills in English and the local language, featuring positive language usage, active listening, and effective presentation skills.
• •Soft Skills: Highly proactive, dependable, punctual, and self-motivated with a gung-ho "can-do" attitude; solution-oriented with a passion for quality and a sharp eye for detail.
• •Interpersonal Skills: Strong stakeholder engagement capabilities across all levels, proven conflict-management skills to balance client and JLL requirements, and the ability to remain poised, polite, and professional under pressure.
• •Teamwork & Organization: Excellent planning and organizational skills with the capacity to prioritize work, meet tight deadlines, deal with ambiguity, and collaborate effectively within a team to hit deliverables.

Preferred Qualifications:

• •Experience: Prior exposure to working within corporate office environments, client-facing hospitality roles, or integrated facilities management teams.
• •Vendor & Relationship Background: Experience working alongside third-party vendors to motivate them and maintain high service standards.
• •Event Coordination Experience: Prior exposure to supporting or handling community and large-scale corporate event coordination.
• •Safety & Compliance Monitoring: Prior exposure to emergency response procedures, incident reporting guidelines, and safety/security hazard monitoring.

Location:

On-site –Ho Chi Minh City, Vietnam

Job Tags:

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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