Facilities Coordinator cum Receptionist at JLL

Ho Chi Minh City, , Vietnam -

Full Time

Start Date

Immediate

Expiry Date

25 Dec, 25

Salary

0.0

Posted On

26 Sep, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Problem-Solving, Vendor Coordination, Communication, Organization, Multitasking, Service Orientation, Attention to Detail, Facility Operations, Safety Compliance, Administrative Support, SAP, Corrigo, MS Office, Customer Service, Logistics Coordination, EHS Coordination

Industry

Real Estate

Description

JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. What this job involves: Are you a proactive, service-minded individual who thrives in a dynamic workplace? As the onsite face of JLL, you’ll represent the company professionally, delivering excellent service to clients, vendors, and visitors. You’ll handle inquiries with integrity and create a welcoming environment. We’re looking for a Facility Coordinator cum Receptionist who enjoys problem-solving, vendor coordination, and smooth daily operations. If you’re organized, calm under pressure, and a strong communicator, we want to hear from you! Job Purpose: This position supports the day-to-day operations of facilities and front-desk activities, ensuring timely service delivery and accurate payment processes via SAP and Corrigo systems. This role helps maintain a safe, efficient, and service-focused workplace through coordination with vendors, internal teams, and on-site stakeholders. Key Responsibilities: 1. Receptionist & Office Support. Greet and direct visitors and answer incoming calls. Coordinate courier and delivery services; receive and notify clients of incoming letters and goods. Support urgent letter/goods coordination and update delivery status upon request. Assist employees in filling out overseas forms by sending commercial invoices. Maintain the reception area neat and professional. Assist with visitor access card issuance and collection. Coordinate with building management on daily activities. 2. Facility Operations & Maintenance. Coordinate day-to-day facility operations and address customer requests via Corrigo/helpdesk. Supervise housekeeping, cafeteria, and cleanliness standards. Monitor preventive and corrective maintenance of client-owned equipment via vendors. Ensure all relevant statutory maintenance and inspections are completed and documented. Support ad hoc repairs, minor office moves, and general upkeep. Maintain tracking of fixed assets related to facilities (where applicable). Coordinate site logistics (e.g., car bookings, building access registration/cancellation for motorcycles). 3. Vendor, System & Stakeholder Coordination Coordinate with vendors for facility-related services, including office leasing, transportation, cleaning, security, landscaping, office supply, utilities, etc. SAP: Raise shopping carts for both routine and ad hoc services (e.g., quarterly leasing, courier services, car rental services, parking, water, utilities, etc.). Process non-PO payments: verify requests, prepare PRF, follow approval workflows, and track invoice status. Complete invoice confirmation steps on SAP and follow up to ensure timely vendor payment. JLL Corrigo: Raise Work Orders (WO#) and support APAC regional invoice submissions. Liaise with internal teams (Finance, Procurement, and Requesters) for PO and invoice approval alignment. Monitor monthly and quarterly expenses; validate internal cost chargebacks by department. Escalate recurring vendor/service issues to the Site Lead or Manager. Reporting: Maintain and track records of all vendors and services involving payments or cost allocations. Consolidate data for monthly reports, spending summaries, and service performance. Ensure up-to-date logs for purchase orders, goods received, and report tracking. Support ad hoc reporting needs from internal teams. 4. Facility Safety & EHS Coordination Coordinate with building management on safety-related matters, including fire safety systems, emergency equipment inspections, and statutory compliance requirements. Support the EHS team in organizing fire drills, first aid training, and other health & safety activities. Assist in tracking and reporting safety incidents; follow up on corrective actions with relevant parties. Facilitate site access and documentation for audits or inspections by authorities or service vendors. Ensure day-to-day facility operations comply with applicable safety policies and building regulations through proactive coordination. 5. Other Responsibilities. Perform other duties as assigned by the Site Lead or Supervisor to support daily operations and ensure smooth service delivery. Qualifications & Requirements Minimum 2 years of experience in a corporate environment, preferably in facilities, service management, or administrative support. Familiar with SAP, Corrigo, and payment processes (PRF/PO/invoice confirmation). Proficient in MS Office, email communication, and basic document coordination. Good communication skills in Vietnamese and basic English (written & spoken). Detail-oriented, responsive, and able to multitask in a dynamic work setting. A full-time onsite presence at the client office is required. Key Competencies Strong problem-solving skills; able to handle on-site issues calmly and effectively. Proactive mindset with strong organization and coordination abilities. Quick thinker with good situational awareness and adaptability. Able to manage multiple priorities and respond flexibly to operational needs. Clear communicator with a professional and service-oriented approach. What we offer: At JLL, we support your growth in an inclusive and entrepreneurial environment, offering competitive pay and a comprehensive benefits package. Apply today! Location: On-site –Ho Chi Minh City, Vietnam If 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! JLL Privacy Notice Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely. For more information about how JLL processes your personal data, please view our Candidate Privacy Statement. For additional details please see our career site pages for each country. For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here. 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 accomodationrequest@am.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. Activate your Personal Job Alerts now and receive opportunities as soon as they are advertised. If you're a current JLL employee, please apply using the Internal Career Site At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world. For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.

Responsibilities

The Facilities Coordinator cum Receptionist will manage day-to-day operations of facilities and front-desk activities, ensuring timely service delivery and vendor coordination. This role involves greeting visitors, handling inquiries, and maintaining a professional reception area while supporting facility operations and safety compliance.