Receptionist - Toronto, Canada - JLL

JLL

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About JLL

We're JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future.

And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

The receptionist will be responsible for creating a welcoming workplace by greeting all visitors and employees upon arrival and ensuring the reception area is safe and clean for all visitors.

The receptionist will serve visitors by greeting, welcoming, and directing them professionally.

Manage front house operations including incoming & outgoing mail duties, manage inventory of office and pantry supplies, and support facilities operations coordination support.

Essential Receptionist Functions

Enthusiastically welcome guests, vendors, job applicants, and other visitors
Escort visitors to their designated areas when necessary
Access Badge creation & management for client, vendors, guest etc.
Maintain all pantry areas well stocked with coffee and condiments. Manage all inventory items
Place service tickets and maintenance calls on facilities and workspace related items. Follow up on completion of those facilities and workspace issues.
Maintain and hand out Client visitor reference documents, brochures, floor maps, emergency numbers, etc.
Assist with special event setups/ breakdowns & coordination efforts
Manage collaborative spaces and conference/meeting/training rooms, quality control of collaborative spaces and conference/meeting/training rooms in the applicable location
Manage compliance & aesthetic of common spaces, reset collaborative spaces for next use, issue work tickets for maintenance requests and tech issues relating to the scope of services
Provide incoming and outgoing Mail and Shipping & Receiving services. Assist in prepping any outgoing packages. Maintain all mail systems and metrics.
Provide Business Insights data for all mailroom, copier, office services metrics entry.
Maintain digital and hard copy Standing Operating Procedures (SOP) manuals and emergency procedures documents.
Assist Facilities team with special project, programs & initiatives.
Ordering office supplies, materials and manage inventory levels to ensure adequate stock levels.
Serve as onsite support POC when applicable for emergencies and or afterhours calls etc.
Essential Mailroom Functions
Sort and collate mail
Dispose of junk mail
Sort mail, such as returned letters, adjustments, bills, orders, and payments
Resolve issues with incorrect, returned mail
Arrange for pickup of outgoing mail
Stamp mail with postage meters
Fold letters, circulars or other documents and insert into envelopes for distribution
Record registered mail
Place mail in proper buckets for distribution
Process outgoing shipments (Fed-Ex, UPS, DHL, and USPS)
Weigh mail to determine correct postage
Place mail in designated mail locations and distribute properly
Perform hospitality services and minor housekeeping items
Stock copy rooms and printing devices to ensure office is adequately stocked with mail supplies
Provide support for small office moves
Set up and tear down conference rooms
All other duties and tasks assigned

HSSE Management
Recognize danger and safety hazards, complete hazard assessments and propose methods to eliminate them
Comply with all safety procedures, maintaining good housekeeping and safety of work areas.
Recognize danger and safety hazards and propose methods to eliminate them.
Maintain compliance to State, County, or City Ordinances, Codes, or Laws. Must complete all required safety trainings as scheduled
Complies with all policies for the safe storage of material and supplies, usage, and disposal of hazardous and non-hazardous materials
Support compliance with Jones Lang LaSalle minimum audit and compliance standards in facility management, financial management, and operational policies and procedures monthly to identify potential challenges and plan corrective actions accordingly
Enforce all Company policies and