Receptionist, Facilities Coordinator

JLL empowers you to shape a brighter way.  

Our people at JLL and 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.   

Overall Role

Serve as the central hub for administrative excellence at the ECDC site, managing complex vendor relationships, high-volume procurement transactions, and facility support services. This role requires exceptional organizational skills to balance front-of-house reception duties with heavy back-office responsibilities, including PO receiving, bill reconciliation, and project coordination for facility improvements. 

 Front Desk & Stakeholder Support

• Provide professional reception services, handling visitor check-ins, internal phone calls, and courier/mail coordination (EMS/DT).
• Support town halls and meeting events by arranging catering (tea breaks) and coordinating logistics.
• Maintain employee records for cleaning staff and shuttle drivers, ensuring compliance with training and attendance requirements.

Procurement & Financial Administration

• Process a high volume of Electronic Purchase Requisitions (EPRs) (~30-40/month) and manage BPCS receipting workflows.
• Verify PO amounts, invoice types, and received quantities; submit to AP and integrate monthly data.
• Conduct rigorous monthly reconciliation of vendor bills (Kolibri, Meituan, Xingxin) to ensure budget adherence and cost accuracy.
• Manage office stationery inventory, including ordering, distribution, and quarterly physical counts.

Facility & Vendor Management

• Oversee service providers for cleaning, shuttle bus operations, and waste disposal personnel.
• Lead small-to-medium facility projects (DR), including air conditioning cleaning/disinfection, water dispenser maintenance, and general repairs.
• Monitor daily facility conditions via inspections; handle repair tickets and coordinate with property management for vehicle access and security.

Reporting & Operational Oversight

• Generate daily work summaries and monthly performance PPTs for senior management review.
• Track emergency response readiness, including first aid kit inspections and stretcher availability.
• Manage sample/material storage and retrieval, ensuring accurate logging of inbound/outbound activities.

Candidate Specification:

• Associate degree or above; major in Business Administration, Accounting, or Facilities Management.
• 3–5 years of experience in administrative roles within MNCs, specifically involving procurement processing and vendor management.
• Proven ability to handle high-volume transactional work (e.g., processing 30+ EPRs/month) with zero errors.
• Strong financial acumen: Experience with invoice verification, bill reconciliation, and budget tracking.
• Good communication skills in English and Mandarin to liaise with diverse stakeholders (vendors, employees, management).
• Adaptable and resilient, capable of switching between customer-facing reception tasks and deep-focus administrative work.

 

Location:

On-site –Shanghai, China

Job Tags:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all 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.

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