Business Support, Administrative Assistant
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Key skills for this role
About the Role
Jones Lang LaSalle is seeking a Business Support Administrative Assistant to manage meeting rooms, provide reception services, and support hospitality events. This role requires professional customer service, attention to detail, and the ability to work onsite in Dubai.
Key Skills for This Role
Responsibilities
- Meet, greet, and guide colleagues and clients to meeting locations
- Ensure meeting rooms are clean, tidy, and ready for use, including AV/VC checks
- Set up and reset meeting rooms according to booking requirements
- Manage meeting room booking system, including reservations, cancellations, and amendments
- Coordinate catering, AV, and other requests for meetings and events
- Assist with event setup, supervision, and breakdown
- Provide reception services, including visitor management and security pass issuance
- Monitor waiting areas and ensure visitors are attended to promptly
- Conduct proactive premises inspections and raise work orders for maintenance issues
- Manage pantry supplies and ensure cleanliness of pantry and social hub areas
Requirements
- Professional, well groomed appearance and customer service orientation
- Ability to manage meeting room bookings, set up, and reset
- Experience with AV/VC equipment and issue resolution
- Strong organizational and multitasking skills
- Ability to provide food and beverage service for events
Full Job Posting
Job Overview
- What this job involves: Responsibilities listed below are site dependent. It is expected that a GRH will work across the relevant functions interchangeably on a roster basis which will be communicated upon appointment and based on service level agreements for the particular location.
Meeting Room and Client Suite Management
- Professional, well groomed, and well trained staff available to meet, greet and guide colleagues and clients to the respective meeting location.
- Ensure all meeting rooms are kept clean, tidy and ready for use; pre checks to be conducted before every meeting including equipment and AV/VC checks.
- Set up and reset of internal and external meeting rooms, training rooms or conference rooms.
- Issue Resolution resolve simple AV/VC, collaboration tools or other meeting and conference room related equipment issues.
- Support and manage the meeting room booking system, which includes booking all forward and same day reservations, cancellations and/or amendments to bookings as per client requests.
- Manage catering requests, AV or VC, room equipment, any special requirements etc liaise with FM team/ catering/ security/ any other vendors as appropriate.
- Ensure meeting room booking system is up to date.
- Manage meeting room inventory checks.
- All meeting rooms consumables, including F&B, should be refilled and reset after each meeting where appropriate.
- Obtain all external attendee names of visitors and prepare a daily visitor arrival list for the next working day.
- Encourage and nudge appropriate booking behavior and provide utilization reporting including block booking, no shows etc.
- Conduct regular visual checks on meeting room usage (vacant or in use) to support ad hoc analysis of bookings vs utilisation.
Hospitality and Events Management
- Manage and follow up on the event set up / run down on the respective floor, ensuring everything is in order including technology assistance.
- Assist with coordination of events: supervise the set up / dismantling of event venues, perform risk assessments.
- Provide food and beverage service for external/ client suite meetings or events.
- Supervise and be present throughout event.
- Assist with any ad hoc requirements or request related to functions and events.
- Assist with communications to promote, confirm attendances, create name badges etc.
- Assist with any other internal events lead by business as requested.
- Provide team briefs for wider workplace team on upcoming events, conferences, client suite events.
Reception and Visitor Management
- Always deliver 5* customer service with a professional and presentable appearance.
- Meet and greet all staff, customers and visitors professionally and cheerfully.
- Ensure reception desks, waiting areas and internal meeting rooms are maintained to highest standards of tidiness and cleanliness.
- Serve as an information source for staff and customers.
- Be approachable and interact with guests and members of staff of all levels in a professional and friendly manner.
- Manage all visitor categories in line with security protocol.
- Inform hosts of the arrival of their guests or escort to host/ meeting room.
- Monitor waiting areas to ensure visitors are collected/attended to in a timely fashion.
- Issue and control visitor security passes; Liaise and interact with security to guarantee a safe working environment.
- Proactive premises inspections, proactively raise work orders for surrounding areas to report any maintenance issues.
- To be customer focused at all times.
- Suggest ideas for developing and evolving the reception services and assist in implementing these ideas.
Pantry and Utility Management
- Ensure high end user satisfaction for all pantry and social hub services.
- Ensure sufficient supply of pantry consumables for day to day operations replenish/ order stock if necessary.
- Ensure stationery cabinets and first aid boxes are replenished with consumables.
- Proactively check the pantry and social hub areas are kept clean, hygienic, orderly and dry always.
- Report/ replace lack of stock in centralised utility room supplies of stationery & printer toner.
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