Business Support, Administrative Services

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.

Role Purpose:

The Corporate Receptionist acts as the professional face of the organization, managing front-of-house operations within a strict Good Manufacturing Practice (GMP) pharmaceutical facility. Beyond traditional hospitality duties, this position provides critical, high-utility administrative support. The receptionist manages vendor Site Induction Course (SIC) registrations, tracks daily floor attendance, and serves as the primary operational backup to the Facility Coordinator (FC) for Purchase Order (PO) invoicing and budget tracking.

Key Responsibilities

1. Front-of-House, Vendor SIC Registration & Attendance Tracking

• Site Induction Course (SIC) Management: Coordinate and register all incoming vendors, contractors, and visitors for the mandatory Site Induction Course (SIC) before allowing floor access.
• Attendance Tracking: Actively track and record daily on-site attendance for all internal staff, external vendors, and contract service providers.
• Daily Reporting: Compile, update, and distribute accurate daily attendance reports to the site management team to ensure headcount transparency and emergency evacuation compliance.
• Access Control: Greet visitors, manage the registration kiosk, issue security badges, and route calls or messages to the appropriate site personnel.

2. Financial & Administrative Backup (Supporting the Facility Coordinator)

• PO Invoicing Assistance: Act as the direct operational backup to the Facility Coordinator by inputting, tracking, and verifying Purchase Orders (POs) and processing vendor invoices.
• Budget Tracker Maintenance: Assist in updating the site’s financial budget tracker to ensure all daily operational and soft services expenditures are captured accurately.
• Finance Liaison: Work closely with the Facility Coordinator and the Finance Manager during peak periods or financial year-ends to reconcile invoices and flag discrepancies.

3. GMP Site Logistics & General Admin

• Visitor Briefings: Ensure that all non-site visitors receive and understand basic health, safety, and GMP compliance overview documentation prior to site entry.
• Mailroom & Package Distribution: Oversee incoming and outgoing mail, handle courier tracking, sort packages, and manage logistics distribution on the ground.
• General Administration: Assist the Assistant Facilities Manager (AFM) and the broader FM team with ad-hoc general administrative tasks, data entry, and meeting scheduling.

Job Requirements & Qualifications

• Experience: Minimum 1-2 years of experience in corporate reception, hospitality, or administrative operations. Prior experience working within a pharmaceutical, biopharma, or regulated MNC manufacturing environment is highly preferred.
• Administrative Discipline: Proven ability to accurately track attendance data, compile reports daily, and organize vendor training registration records.
• Financial Literacy: Basic understanding of financial administration, with proven experience or a strong aptitude for handling invoice matching and data entry into spreadsheets.
• Technical Skills: Proficiency in Microsoft Office (specifically Microsoft Excel for updating budget trackers and attendance logs) and a willingness to learn corporate procurement platforms (e.g., SAP, JDE).
• Communication: Exceptional interpersonal, verbal, and written communication skills with a strong service-oriented mindset.

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of 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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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.