Mailroom & Facilities Operative

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.

The Mailroom & Facilities Operative reports to the Facilities Manager and is responsible for effectively and efficiently running the mail room by managing the overall mail and courier activity within the building.

The Mailroom Operative will assist the Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Mail & Supplies Specialist is also required to provide administrative support to the team.

What your day-to-day will look like:

• Manage incoming / outgoing mail and courier services.
• Coordinate mail handling across buildings and effectively liaise with the team.
• Receive, direct and relay mail related correspondence (telephone, fax & email, scans).
• Liaise with courier partners to maintain excellence of service delivery (DHL, POST, Securitas, S&S, etc.).
• Suggest ways to make mail processes and records more effective and efficient.
• Present necessary data to manager about activity in the mail room.
• Monitor and maintain mail consumables stock according to agreed par-stock levels.
• Provide reception coverage and assistance if required and be familiar with basic Receptionist Role & Responsibilities.
• Maintain frequent contact with key business partners and stay up-to-date with their departmental mail requirements.
• Prepare for/attend required JLL governance meeting (ie, team meeting, townhall, manager-direct report meetings, etc)
• Be familiar & adhere to Office Services internal procedures.
• Handle and update allocated daily Trouble Ticket requests not less than twice a day when still pending.
• Coordinate and support all technical suppliers and the service they delivered
• Activate and run technical projects as required
• Manage the financial processes to ensure that all financial management requirements are completed in a timely and accurate manner in relation to the mailroom, consumables and technical services scope of works
• Ensure Health & Safety Management plan is in place and coordinated among all the different services on site
• Perform handyman tasks when required
• Support the wider JLL on-site team
• As front line employee, act as an ambassador of the Integrated Facilities Management program
• Ensure accurate and detailed hand over is planned & passed on (for tasks for which being responsible), if absent from the business.
• Raise and track routine workplace service requests through the helpdesk system.
• Maintain basic workplace records, delivery logs and administrative documentation.
• Support meeting room setup and workplace activities as required.
• Assist with onboarding and offboarding activities, including desk setup, locker allocation and welcome packs where required.
• Coordinate visitor and contractor sign-in processes in line with site procedures.
• Report workplace maintenance, housekeeping or safety concerns to the Facilities Manager.
• All other tasks and duties as required.

Sound like you? To apply you need to be:

• Experience in hospitality industry or strong customer service experience
• Excellent verbal & written communication
• Proficient with the use of Microsoft Office tools
• Problem solving
• Good organizational skills
• Strong customer focus
• Fluency in English and local language
• Basic administrative experience with record keeping, data entry and coordination of workplace requests

What You’ll Receive

• Employment contract
• Competitive benefits package including private healthcare, and life insurance
• Opportunity to work in a professional, stimulating, and challenging multinational environment
• Clear long-term career progression opportunities
• Freedom to demonstrate your own initiatives
• Access to comprehensive training and development programs
• Friendly and supportive company culture

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.