Facilities Assistant/Receptionist

JLL - Jones Lang LaSalle

Diegem, Belgium

The Facilities Assistant/Receptionist plays a vital role in providing a welcoming and efficient front-of-house experience for employees, clients, and visitors. This position is responsible for managing the reception area and providing administrative support to the Workplace Management team. The Facilities Assistant/Receptionist will handle a variety of tasks related to workplace operations to ensure a smooth and productive work environment.

Key Responsibilities:

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.

Administrative Support

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.

Workplace Operations

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.

Health and Safety

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.

Qualifications:

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.

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