Office Services Concierge

6 days ago

Cambridge, Canada CAN ASA-Jones Lang LaSalle Real Estate Services, Inc. Full time

**JLL empowers you to shape a brighter way**.

**Location**: Cambridge, Ontario (Head Office) with frequent travel to Toronto, Ontario

**Position Overview**: The Office Services Concierge will provide comprehensive support to the site, encompassing operational office activities in event set up, reception support, vendor oversight, equipment and supplies, maintenance and operations.

**Key Responsibilities**:
**Office Services**:

- Assist with reception duties, including greeting visitors and accepting deliveries.
- Utilize discretion and judgment to screen visitors and telephone calls, notifying appropriate personnel.
- Support the planning, coordination, setup, and clean-up of various events and activities such as training sessions, team events, organizational town halls, and meetings.

**Supplies and Inventory**:

- Maintain office supplies, arrange necessary maintenance, and place supply orders as needed.
- Monitor and order office supplies.
- Source and obtain pricing information for office supplies and equipment.
- Open and distribute incoming mail and faxes.

**Mail Room and Administration**:

- Collect, verify, and input data into various spreadsheets and databases.
- Format, word process, edit, and proofread a variety of documents and materials.
- Maintain document filing systems, both electronic and hard copy.
- Classify, sort, and file correspondence, records, and other documents.
- Update and maintain confidential files and records.
- Handle sensitive material in accordance with established policies.
- Assemble, copy, collate, and disseminate various documents and materials.
- Prepare outgoing mail, faxes, and courier shipments.

**Facilities Services**:

- Oversee the maintenance and upkeep of office facilities, ensuring a clean, safe, and functional environment.
- Coordinate with vendors and service providers for building maintenance, repairs, and improvements.
- Conduct regular inspections of the office premises to identify and address any maintenance issues.
- Manage the setup and arrangement of office furniture and equipment.
- Ensure compliance with health and safety regulations and company policies.
- Assist with space planning and office layout adjustments to optimize workspace utilization.
- Support the implementation of sustainability initiatives within the office environment.
- Respond promptly to facility-related emergencies and issues, coordinating with relevant personnel to resolve them.
- Maintain records of maintenance activities and service requests.

**Client Relationships**:

- Proactively develop and maintain client relationships, ensuring that expected service levels are achieved.
- Comply with all requirements of the client contract and meet or exceed Key Performance Indicators.
- Deliver exceptional quality of service, as reflected by client feedback.
- Utilize discretion and judgment to screen visitors and telephone calls, notifying appropriate personnel.

**Qualifications**:

- Post-secondary education is an asset.
- 2+ years of relevant experience or a combination of education and experience.
- Experience in the real estate or facility management sector is an asset.
- Business/Office Administration related program is an asset.
- Demonstrated proficiency with all applicable software packages, including MS Windows and MS Office (Word, Excel, Outlook, PowerPoint).

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