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Welcome Host and Administrative role at BP's office facilities.
The position involves managing two reception locations (Level 3 and Level 26) with responsibilities spanning visitor coordination, administrative support, and facility management.
Handling Visitors: You will receive, inform, and guide visitors while coordinating with client employees and maintaining visitor logs and monthly contact list updates. Key requirements include ensuring reception is always attended, never leaving visitors waiting for extended periods, maintaining courteous tone with formal vocabulary, avoiding foul language, keeping indoor volume appropriate, and maintaining proper posture when sitting behind the counter (relaxed upright position acceptable, but avoiding visible tardiness like leaning back with head resting or putting feet up).
Managing Reception Area: You are responsible for maintaining the front office, reception area, and all meeting and conference rooms in client areas, ensuring they remain clean, presentable, and compliant with client regulations and requirements.
Phone Call Management: Handle day-to-day incoming and outgoing calls while maintaining telephone registers and switchboard operations. Manage Workplace Request Calls and contribute information for monthly client reports. Requirements include answering calls promptly with proper phone etiquette, maintaining courteous tone and formal vocabulary, avoiding disclosure of staff information (direct extensions, mobile numbers, email addresses).
Mail and Passport Management: Manage incoming and outgoing passports using secured cabinet storage and maintain detailed collection records.
General Administrative Activities:
Stationery Management: Daily topping up of stationeries in Stationery Rooms.
Meeting Room Booking: Ensure all requests are attended to, noting down non-urgent requests and complete scheduling when less busy.
Access Card Requests: Issue only upon valid BP Host request, maintain visitor cards with 7am-7pm access (extensions directed to OurWorkplace-SG), and maintain proper inventory and card checking.
Email Management: Attend to all emails with appropriate content related to duties using courteous language.
Helpdesk Requests: Record properly in Corrigo system, ensure reception-related requests are attended to or scheduled, and keep users informed of status and updates.
You will from time to time be assigned administrative duties within the Workplace scope and requirements as deemed fit by the Management. These roles will either be within your capabilities, otherwise trainings (on-the-job) will be provided to ensure you successfully discharge the required duties.
Professional Standards:
Grooming & Dress Code: Wear provided uniforms (Green blazers with white/off-white blouse, blue jeans, white sneakers), maintain neat up-do hairstyle (bun/ponytail, avoiding bright hair colors), and apply full corporate makeup.
Punctuality & Attendance: Arrive on time for shifts (7:45am or 8:45am), avoid overlapping leaves requiring temporary backfill, inform team members at least 2 hours before working hours for urgent unplanned leave, and update planned leaves in quarterly calendar.
Location:
On-site –SingaporeIf this job description resonates with you, we encourage you to apply even if you don’t meet all of 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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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.