Colleague Host Jones Lang LaSalle

Primary tasks and objectives

• Provide a memorable and exceptional workplace experience to all visitors and colleagues, delivering unexpected moments of inspired customer service
• Take ownership of all services that support our colleagues within the workplace
• Build relationships with key stakeholders and encourage interactions between colleagues and Our Workplace teams
• Understand the needs and wants of the business or business units you support
• Create a workplace culture that demonstrates our values while supporting and leading our colleagues through our new workplace environment(s).

Customer Service & Communications

• Build a sense of community and purpose by driving colleague engagement and creating an environment that attracts and retains high-performing talent.
• Ownership of all interactions and queries, dealing with those that fall within Colleague Host responsibility until completion.
• Support and assist colleagues within the workplace, demonstrating ownership of all interactions and queries.
• Aid in creation of an environment that establishes our clients as the workplace of choice that others look to emulate.
• Proactive approach to office requirements and needs, anticipating future needs when the opportunity presents itself.
• Receive and respond to all requests (verbal, Teams, Yammer, or email) or issues within one day of receipt.
• Lead the implementation of engagement campaigns by identifying local partners to engage with and promote awareness of the campaigns
• Ownership & support of site-specific information on Workplace Experience app and office guides.
• Ability to communicate effectively through digital platforms (e.g. Yammer, digital displays, signage, etc)
• Identify and priorities urgent requests, communicating with clients and Our Workplace team ensuring quick, efficient reaction and seamless service.
• Listen and leverage information to understand what our clients and colleagues truly desire, empowered to escalate this feedback to develop our service.
• Always consider our service view from customers eyes
• Adaptable, open to change and passionate about innovation - a growth mindset.
• Visibly engaged and well known in the workplace; always looking for opportunities to develop relationships and elevate the colleague experience.
• Foster positive experiences that drive colleague engagement and improve the workplace service and experience.
• Willingness and ability to complete tasks, including flexibly managing requests and prioritizing the most important ones.
• Aim to bring the voice of our customers and clients into the workplace.
• Ad hoc duties as required.

Workplace Management /

• Conduct daily site checklist(s) identifying and recording defects, following up until completion.
• Ownership of H&S in your areas of responsibility, reporting, escalating, and making safe any dangerous conditions immediately
• Checking and audit of all workspaces, and collaboration spaces, and ensure they are in ready-to-use condition whenever unoccupied throughout the workday
• Confirm office equipment is in good working condition. Otherwise, report and rectify immediately
• Liaise and work collaboratively with colleagues (Workplace, Engineering, Project Mgmt.) and vendors to support the functionality of the workspace.
• Ensure services are delivered within SLA s and compliant with applicable laws, rules and regulations.
• Consolidate all workplace related issues and identify areas for quick improvement.
• Optimize operational touchpoints by shaping environments to be more productive to benefit all colleagues and visitors
• Assist individuals in finding a workspace when required and use of desk/locker booking technology
• Aware of all important on-floor meetings and events and checks to make sure set-up and space is ready in advance and make sure it runs smoothly
• Manage all enquiries and issues tactfully and confidently
• Stationery management and ordering.
• Support with tours of the workplace explaining the facilities available

Meeting Room Booking Management

• Prepare meeting rooms for our visitors and colleagues ensuring each room is clean and well maintained and in good working order
• Create relationship and liaise with the service partner teams so meeting rooms and designated areas are kept clean, tidy and well maintained at all times.
• Liaise with the appropriate team (IT, communication, audio/video, etc) ensuring that the technology within these rooms operates efficiently and without any problems.
• Competent on all meeting room equipment and offer first fix assistance with IT/AV issues.
• Where applicable, liaise with the hospitality / catering team for any food and refreshments requested by the host / client.
• Assist with meeting room booking requests, proactively identifying the best space for the required needs and wants and reassigning when required.
• Attention to detail when taking bookings, ensuring full details are collected from the host.

Administrative Duties

• Auditing and tracking of ongoing issues and concerns
• Proactive and reactive assignment to workplace requests and concerns
• Report creation of reoccurring issues or concerns for resolution
• Administer workplace policies (clean desk, appropriate use of space, etc.)
• Additional duties as assigned by Workplace Site/Experience Lead

Experience /

• 1 3 years prior experience in hospitality, tourism, events operations property management, or related profession
• Experience in a corporate environment is preferred, but not essential.

Skills /

• A proactive can-do approach looking for opportunities to work smarter
• Excellent verbal and written communication skills, ability to communicate professionally at all levels
• Strong interpersonal skills, engaging and highly collaborative
• Meticulous with strong organizational and time management skills
• Proficiency with Microsoft Office (Excel, Word, PowerPoint, Planner, Power Apps, and Outlook)
• Customer focused mentality with a passion for hospitality
• Experience with Yammer or Teams or other communication platforms is a plus