Office Services Manager at JLL

Bengaluru, karnataka, India -

Full Time

Start Date

Immediate

Expiry Date

25 Jul, 26

Salary

0.0

Posted On

26 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Reception services, Customer service, Hospitality, Communication, Telephone etiquette, Visitor management, Administrative support, Microsoft Office, Problem-solving, Multitasking, Organizational skills, Interpersonal skills, Attention to detail, Scheduling, Data entry, Catering coordination

Industry

Real Estate

Description

JLL empowers you to shape a brighter way. Our people at JLL 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. Position Overview The Receptionist is the first point of contact and the face of the organization, responsible for creating warm, welcoming experiences for every visitor, client, and employee. This is a core hospitality role that combines professional front desk operations with genuine care for guests, ensuring every interaction reflects exceptional service standards and leaves a lasting positive impression. The Receptionist embodies hospitality excellence through attentive presence, anticipatory service, and commitment to making everyone feel valued and welcomed. Key Responsibilities Guest Welcome and Reception Services Greet every visitor, client, and guest with genuine warmth, eye contact, and a welcoming smile creating immediate positive impressions. Provide personalized, attentive service making each person feel important, valued, and cared for from the moment they arrive. Anticipate guest needs proactively offering refreshments, seating, reading materials, or assistance before being asked. Manage visitor check-in procedures efficiently while maintaining conversational, hospitable approach rather than transactional processing. Escort guests to meeting rooms or waiting areas ensuring comfort and providing helpful information along the way. Offer and serve refreshments with grace and attention to presentation including coffee, tea, water, and light refreshments. Create memorable departure experiences thanking guests sincerely and ensuring they leave with positive lasting impressions. Handle multiple guests simultaneously while ensuring each person receives individual attention and feels prioritized. Hospitality and Guest Experience Embody hospitality principles treating every interaction as an opportunity to exceed expectations and create special moments. Read guest cues and body language adjusting service approach to match comfort levels and communication preferences. Remember names, faces, and preferences of regular visitors personalizing greetings and service delivery. Engage in warm, professional conversation putting guests at ease and demonstrating genuine interest in their wellbeing. Handle challenging situations or frustrated guests with empathy, patience, and commitment to finding solutions. Maintain gracious composure during busy periods ensuring every guest receives attentive service despite high volumes. Create welcoming atmosphere through positive energy, professional demeanor, and hospitable presence. Demonstrate cultural sensitivity and awareness serving diverse guests with respect and appropriate communication styles. Front Desk Operations Manage reception desk maintaining immaculate presentation, organization, and professional appearance at all times. Answer incoming calls promptly with professional telephone etiquette, clear articulation, and helpful tone. Screen and direct calls efficiently while gathering necessary information and providing assistance. Take detailed, accurate messages including caller information, purpose, and urgency level. Coordinate visitor arrivals with hosts ensuring timely notification and smooth handoffs. Issue visitor badges, manage sign-in/sign-out procedures, and maintain accurate visitor logs. Coordinate guest WiFi access, parking validation, and temporary access cards as needed. Handle incoming and outgoing mail, courier packages, and deliveries with care and accuracy. Communication and Coordination Serve as communication hub connecting visitors with appropriate personnel efficiently and courteously. Provide building information, directions, and wayfinding assistance with clear, helpful guidance. Communicate updates, changes, or important information to guests and employees professionally. Coordinate with security, facilities, and other teams ensuring integrated service delivery. Alert hosts of guest arrivals using appropriate communication channels without disrupting meetings. Manage reception email inbox responding promptly to inquiries and forwarding appropriately. Update digital displays, communication boards, and signage with current information. Relay urgent messages or time-sensitive information to appropriate personnel immediately. Reception Area Presentation Maintain reception area to highest standards of cleanliness, organization, and visual appeal throughout the day. Arrange seating areas, reading materials, and refreshment stations creating inviting, comfortable environments. Monitor and replenish reception supplies including business cards, brochures, stationery, and promotional materials. Ensure fresh floral arrangements, plants, and decorative elements are well-maintained and presentable. Adjust lighting, temperature, and ambient elements creating optimal comfort for guests. Clear refreshment stations, tidy seating areas, and remove clutter continuously throughout the day. Report maintenance issues, cleanliness concerns, or presentation problems for immediate attention. Hospitality Services Prepare and serve beverages with attention to quality, presentation, and individual preferences including dietary considerations. Manage coffee bar operations ensuring fresh coffee, diverse tea selections, and specialty beverage availability. Arrange light refreshments, snacks, or catering items with appealing presentation and proper food handling. Coordinate catering deliveries for meetings ensuring timely arrival, proper setup, and quality verification. Provide concierge-style services including local recommendations, transportation coordination, or general assistance. Support workplace amenities including locker assignments, bicycle storage, or wellness room bookings. Anticipate seasonal needs such as umbrella storage during rain or coat hanging during winter months. Administrative Support Perform general administrative tasks including filing, data entry, document preparation, and correspondence. Maintain visitor records, meeting room logs, and reception documentation with accuracy. Process mail distribution, package tracking, and courier coordination ensuring timely delivery. Order and maintain inventory of reception supplies, stationery, and refreshment items. Support facility teams with administrative tasks including permit coordination or vendor check-ins. Handle petty cash for reception-related purchases maintaining accurate records. Schedule meeting rooms or coordinate calendar management as assigned. Technology and Systems Utilize visitor management systems efficiently processing check-ins while maintaining personal engagement with guests. Operate multi-line phone systems managing high call volumes with professional efficiency. Navigate facility management platforms for meeting room bookings, service requests, or information access. Troubleshoot basic audiovisual equipment in reception area or nearby meeting spaces. Maintain proficiency with office equipment including printers, scanners, and copiers. Use Microsoft Office applications for documentation, communication, and basic reporting. Adapt quickly to new technology platforms, software updates, or system changes. Required Qualifications Education High school diploma or equivalent required. Diploma in Hospitality Management, Hotel Management, Customer Service, or related field preferred. Experience 1-3 years of experience in reception, front desk, guest services, or customer-facing hospitality roles. Background in hotels, luxury retail, corporate reception, or premium service environments strongly preferred. Proven track record of delivering exceptional customer service and creating positive guest experiences. Experience managing high-volume reception desk or front-of-house operations. Demonstrated ability to handle difficult situations with professionalism and grace. Technical Skills Proficiency in visitor management systems, Professional telephone skills with clear articulation and pleasant voice quality. Basic Microsoft Office skills including Outlook, Word, and Excel. Comfortable with technology and ability to learn new systems quickly. Typing skills with reasonable speed and accuracy. Core Competencies Genuine hospitality mindset with passion for serving others and creating positive experiences. Exceptional interpersonal skills with warm, approachable, and professional demeanor. Outstanding communication abilities both verbal and written with clear, articulate expression. Strong attention to detail ensuring accuracy in messages, records, and visitor information. Professional appearance and presentation maintaining polished, well-groomed standards. Cultural sensitivity and emotional intelligence reading social cues and adapting communication styles. Problem-solving abilities addressing unexpected situations with resourcefulness and composure. Multitasking capability managing phones, visitors, and administrative tasks simultaneously. Organizational skills maintaining orderly workspace and managing multiple responsibilities. Positive attitude and energy maintaining enthusiastic presence throughout entire shift. Reliability and punctuality with consistent attendance and professional dependability. Discretion and confidentiality handling sensitive information appropriately. Hospitality Excellence Attributes Anticipatory service orientation recognizing and addressing needs before guests ask. Gracious manner making everyone feel welcomed, important, and valued. Active listening skills giving full attention to guests and understanding their needs. Memory for names and faces enabling personalized greetings and recognition. Service recovery mindset turning negative situations into positive experiences. Patience and empathy especially with frustrated, confused, or stressed guests. Genuine smile and warm presence creating immediate comfort and trust. Pride in service excellence taking personal ownership of guest satisfaction. Preferred Qualifications Professional training in hospitality service, customer excellence, or guest relations. Experience in five-star hotels, luxury hospitality brands, or premium corporate environments. Multilingual capabilities relevant to location and visitor demographics. First Aid or CPR certification. Understanding of business etiquette and corporate protocol. Experience with catering coordination or food and beverage service. Location: On-site –Bengaluru, KA Scheduled Weekly Hours: 48 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! 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. 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. 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. 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 Office Services Manager acts as the primary point of contact, responsible for greeting visitors and providing exceptional hospitality services. They manage front desk operations, coordinate visitor logistics, and provide administrative support to ensure a welcoming and efficient office environment.