Workplace Assistant

## Workplace Assistant Aplikujremote type:
On-site locations:
Milano, ITAtime type:
Full time posted on:
Opublikowano dzisiajjob requisition :
REQ
512958
** 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.
** Position Title
** Receptionist / Workplace Assistant (Gartner Account)
** Position Summary
** The Receptionist / Workplace Assistant provides frontline support for workplace operations and guest services at the client site. This role serves as the first point of contact for employees, visitors, and vendors, delivering professional reception services while supporting day-to-day workplace coordination activities. The position also supports financial administration by managing purchase orders and goods receipts in both client and JLL procurement systems.

The role works under the guidance of the Workplace Coordinator and Regional Facility Manager to ensure a welcoming, efficient, and well-maintained workplace environment.
** Key Responsibilities
**** Reception & Front of House Services
*** Serve as the primary point of contact at the reception desk, greeting employees, guests, and vendors in a professional and welcoming manner.
* Manage visitor registration, including issuing visitor badges, logging guest information, and ensuring compliance with site security protocols.
* Answer and direct incoming calls to appropriate departments or individuals.
* Manage meeting room bookings, coordinate room setup, and ensure rooms are prepared and maintained.
* Support courier and mail services, including receiving, sorting, and distributing incoming packages and correspondence.
* Maintain a neat, organized, and professional reception area at all times.
** Workplace Support & Coordination
*** Support daily workplace operations, including pantry services, stationery supplies, and general office supplies replenishment.
* Coordinate access card requests and support building access administration for employees and contractors.
* Log service requests and coordinate with vendors for routine workplace services (cleaning, waste management, minor repairs).
* Support workplace inspections by reporting maintenance issues, cleanliness concerns, or safety hazards to the Workplace Coordinator.
* Assist with onboarding support, including workspace readiness and employee orientation to workplace services.
** Vendor & Service Coordination
*** Coordinate vendor access and ensure contractors comply with site access procedures and working hours.
* Collect and submit contractor working hours documentation as required.
* Support scheduling of routine services such as cleaning, waste collection, and pantry restocking.
** Financial Administration & Procurement Support
*** Raise Purchase Orders (POs) in both the client procurement system (Coupa) and JLL system (E1/JDE) for workplace services and supplies.
* Process Goods Receipts (GRs) in Coupa and E1 upon confirmation of service delivery or product receipt.
* Ensure accurate coding, cost center allocation, and documentation for all procurement transactions.
* Track and maintain records of POs, GRs, and related invoices for audit and reconciliation purposes.
* Coordinate with vendors and internal finance teams to resolve procurement or invoice discrepancies.
* Support invoice validation and submission through approved finance systems under guidance.
* Maintain financial trackers for recurring services and fixed contracts.
** Administrative Support
*** Maintain accurate logs and records related to visitors, access requests, and service activities.
* Assist with document preparation, filing, and general administrative tasks as needed.
* Maintain workplace contact lists, service provider directories, and site…