Facilities Assistant

JLL - Jones Lang LaSalle

Brussels, Belgium

Responsibilities

Customer Service:

  • Greet, assist and direct candidates/new hires/visitors and the general public to the appropriate staff member;
  • Receive, direct and relay telephone, email and other queries;
  • Administration of parking spaces for visitors and employees;
  • Arrange taxis for client staff and visitors as requested;
  • Book onsite meeting rooms and hospitality as per client requests and according to site procedures.

HSE, Security & Quality:

  • Liaise with site managing agent and site security;
  • Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures, procedures for visits from local authorities as well as general Health & Safety;
  • Issuing of ID and access badges for new hires/vendors/visitors and maintaining record of same;
  • Monitor and maintain office and badge consumables in line within agreed stock levels;
  • Maintain the security sign-in book;
  • Carry out site induction, for new starters, act as the first line of support for any concerns raised as a result of online DSE assessment;
  • Understand & actively support JLL’s Quality Management program.

Site Operations:

  • Acts as an onsite key point of contact for Post staff and client stakeholders in the absence of the Facilities Manager;
  • Conduct daily meeting room and office checks as required by Facilities Manager;
  • Prepare & serve hot beverages, layout & clear away catering as required;
  • Manage all the requests on the Facilities helpdesk and liaise with service providers;
  • Handle/Assist with incoming and outgoing mail enquiries according to the existing procedures;
  • Assist in coordinating the repair and maintenance of office equipment and in the ordering in of office supplies;
  • Keep accurate and update records of seating plan;
  • Ensure accurate and detailed hand over is planned & passed on (for tasks for within responsibility), if absent from the business.

Skills & Experience Required

  • Able to work within a team and use initiative;
  • Able to adapt to a fast pace and demanding environment;
  • An excellent communicator, both verbal and written. English is essential;
  • Proficiency in Outlook, Word and Excel is essential;
  • Prior experience in facilities, property management, hospitality or related field is preferred.

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