Facility Coordinator Receptionist

JLL supports the Whole You, personally and professionally.
**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).
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 servi