Receptionist

JLL
United States, South Carolina, Columbia
Nov 12, 2024
WHAT YOU'LL BE DOING Front Desk Management Greeting visitors:Welcoming visitors to Scout Motors Columbia, SC office and directing them to the appropriate department. Providing appropriate badge for visitors, signing in time and out time. Providing visitors with temporary parking passes: Verifying guests have parked in an appropriate area with permit. Answering phone calls:Answering and forwarding phone calls. Keeping detailed records of visitor requests and calls received. Managing mail:Sorting and distributing incoming mail and preparing outgoing mail. Handling deliveries:Accepting and directing deliveries.Escorting vendors, as necessary. Managing office and canteen supplies:Monitoring office supply inventory and ordering supplies when necessary. Operating office equipment:Using a variety of office equipment, such as a fax machine, copy machine, and computer. Manage and replenish front desk supplies: Maintaining Security badging supplies and other items as needed. Maintaining cleanliness:Keeping the reception area and all common areas clean and tidy. Following policies:Following all policies and procedures. New Hires / Security Access Requesting Paxton Key access from building management: sending new hire information to the building manager for input for access to First Base Building. Monitoring security cameras and alarms, and reporting suspicious activity to building's Security Management of SC security guard on first floor and/or Scout Motors security command center at the Blythewood construction site. Assigning First Base Building parking permits: managing the process for assigning and tracking the parking permits; communicating with the City of Columbia; submitting new hires applications to the City of Columbia. In the event of an emergency call 911 and then call Scout Motors security command center. Facilities Management Calendar Scheduling:Assisting with calendaring and coordinating meeting rooms. Meeting Rooms: Identifying needs for upcoming meetings and deploying resources (i.e., extra chairs, setup, or other needs, such as repairs). Coordination of Lists: Working with Security and Scout Teams to prepare list of guests/attendees for upcoming events and/or workshops and provide to front desk security and building management. Scheduling Fleet Vehicles: Managing the check-out/in process for the pool of vehicles available to employees. Communicating with Property Administrator any issues or concerns. Managing the Outlook Calendar and Maintenance Schedule. Facilitating Work Orders: Supporting select work orders in MaintainX maintenance system, tracking, and seeing to completion. Liaising with Facility-oriented vendors (i.e, Adaptiv, Janitorial Day Porter, Hughes Development, Security Management of SC, Allied Security, Canteen, and others, etc.) to execute work orders, address issues, workplace duties as assigned, and other coordinated efforts through completion. Miscellaneous Perform any other duties and tasks assigned to ensure organizational excellence at the property. WHAT YOU BRING TO THE TABLE Education/Training: High School Diploma - Bachelor's degree preferred Commercial real estate experience is a plus. Years of relevant experience: Less than 1 year of experience/entry level Skills and knowledge: Advanced oral and written communication skills, including the ability to speak effectively before small groups of tenants or employees. Ability to read and interpret documents accurately. Strong attention to detail. Other abilities: Typing speed of at least 65 words per minute with 90% accuracy. Proficient knowledge of Microsoft Office/Suite. Willingness to learn and become proficient in other standard software programs used by JLL or the client. Knowledge of Cash, Yardi, and 4sight is preferred. Physical work requirements and work conditions: In compliance with the Americans with Disabilities Act (ADA), the Receptionist's responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply: Sitting for long periods of time. Frequently standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling. Reading video display terminals, order forms, and other written documents. Lifting a minimum of thirty-five (35) pounds. Using and accessing stairwells during emergencies. Using keyboards for typing and computer input. Hearing, speaking, and answering the office telephone system. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the role. WHAT'S IN IT FOR YOU Join an industry leader and shape the future of commercial real estate. Deep investment in cutting-edge technology to power your work. Comprehensive and competitive benefits plan A supportive, caring and diverse work environment designed for your growth and well-being. A platform to make a meaningful impact on the community and the environment through our sustainability initiatives.