JOB TITLE: Facilities Assistant (Mailroom)REPORTS INTO: Soft Services ManagerDirect Reports: NAScope of Work: Site LevelABOUT US:We're JLL. We're a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.We're a Fortune 500 company. We work across 80 countries, in 280 different offices, with a team of over 77,000 individuals. And we look after a property portfolio of over 4bn square feet, all on behalf of our clients.If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLLABOUT THE ROLE:The role of the Facilities Assistant is to assist in all areas of building operations primarily focusing on the mailroom. The Facilities Assistant, will provide support to ensure facilities services are provided in an effective, safe and efficient manner to ensure the smooth and safe running of the client corporate office.This role is customer facing and client liaison representative for the JLL team and provides high touch support for all employees and supports the overall workplace strategy.Facilities Assistants are well known and highly visible, serving as the point of contact for employees for workplace services. They anticipate the unexpressed needs of employees and guests, and to the extent within his/her control to do so, drive behavioural changes among the employees relating to workplace strategy or appropriate use of space and amenities.WORKING LIFE:In this role you will be working in the Client's Dublin Campus. You will work over a 5-day week, Monday to Friday onsite. The main business language spoken in the offices is English. Knowledge of English is essential.What this job involves:The Facilities Assistant will be responsible to provide superior customer service to meet on-site client's expectations, engaging with all employees in the building in a warm, professional and polite mannerMailroom Activity:Receive, sort and deliver packagesManage all internal and external shipping/ receiving requestsSort and Scan business postManage i-trak mailing system and provide reports where requiredPerform additional requests such as printing, laminating and binding where requiredMaintain a clean and organised mailroomDaily Housekeeping & Operational ChecksConduct visual and functional inspections of all workplace areas (lobbies, corridors, washrooms, kitchens, meeting rooms, event spaces, etc.).Log and report any defects or missed expectations using required reporting platforms.Ensure cleanliness, tidiness, and readiness of all shared spaces.Meeting Room & Event SupportReview daily Event Schedule and prepare rooms in advance (furniture setup, AV check, supplies).Support Event Coordinators in execution, providing hands-on assistance when required.Post-event, reset spaces to standard configuration.Inspections, Audits & ReportingPerform routine workplace audits and record findings in required reporting toolAction or escalate issues via reporting toolEnsure all tickets are acknowledged, tracked, and closed in a timely manner.Mail, Stationery & ConsumablesMonitor stock levels of stationery, consumables, and mail supplies daily.Replenish supplies across workplace zones.Raise purchase requests when minimum stock thresholds are reached.Furniture & Space ManagementMaintain furniture inventory records and coordinate repairs/removals.Action approved move/add/change requests.Support space planning and ensure workplace layouts align with client standards.Locker & Lost Property SupportAssist FTE with locker access requests and troubleshooting.Record and manage lost & found items in accordance with company policy.Store Room ManagementKeep store rooms clean, organized, and compliant with H&S standards.Label and track stored items to ensure accessibility and accountability.Documentation & GuidanceMaintain and update all workplace manuals, handbooks, and guidance notes.Ensure prompt responses from colleagues and service partners when queries are raised.Meetings & CommunicationAttend daily Operational Team Huddle for task allocation and updates.Attend weekly event setup meetings for forward planning.Maintain open communication with colleagues, JLL Management, and the Client Team.Customer Service StandardsAct as first point of contact for occupants and visitors regarding facilities-related queries.Respond with a professional, courteous, and customer-centric approach.Provide clear information on building layout, furniture/equipment use, and services.Health, Safety & ComplianceEnsure all work is carried out in line with site safety rules and regulations.Report hazards or unsafe conditions immediately.Support emergency procedures (fire drills, evacuation assistance, etc.) when required.Adhoc:Follow established escalation procedures and incident reporting proceduresAdhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategiesAchieve Key Performance Indicators and Service Level Agreement targetsAssist in all needed reporting (client and JLL internal)Sound like you? To apply you need to have:Previous experience of working within a high-profile corporate environmentPro-active and hands on – happy to support other Team members.Proven ability to build and maintain strong Client relationships.Support emergency procedures (fire drills, evacuation assistance, etc.) when required.Experience within a large commercial organisation would be beneficialExcellent people skills and ability to interact with a wide range of client staff and demandsStrong PC literacy and proven ability to manage daily activities using various systems.Excellent organisational and communication skill (both written and oral)Must be fluent in EnglishProblem solving & decision-making skillsBe customer focusedPossess cultural awareness and sensitivityKnowledge of Facilities Management processes preferableOrganisational skills and the ability to prioritise a busy workload.Minimum two years' experience in a similar environmentDrive to meet deadlines, manage time effectively and work in a fast-paced environment.What You Can Expect From UsYou'll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay. We'll offer you a competitive salary and benefits package.Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...JLL is an Equal Opportunities Employer and encourages applications from all sections of the community.Apply today