GSA Meeting & Events

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world-class services, advisory, and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

As an integral part of the Workplace Services team, the Guest Services Ambassador will be based at our Milan office reception and will be the first point of contact to all our employees, customers, partners, and guests visiting our office. The candidate will be flexible and agile managing all reception tasks, from customer greetings to employee queries, from mail services to badge handling/requests (including various admin tasks), ensuring excellent customer service delivery at all times. The Guest Services Ambassador will also collaborate with team members in different cities/countries and build a strong relationship with all our stakeholders and business partners.

The ideal candidate must be customer service oriented, organized, understand the business needs, have a strong attention to detail, be ready to work in a fast corporate environment, be able to prioritize and tackle all admin tasks on time, be problem-solving oriented, and have a positive and can-do attitude.

Main Responsibilities include, but are not limited to:

RECEPTION SERVICES

1. Ensure the reception/customer facing areas of the office are manned at all times during business hours;
2. Welcome and acknowledge every walk-in in a professional, warm, and positive manner;
3. Act as a single point of contact for any visitors, support with coat and luggage, serve welcome drinks or hot beverages where applicable, provide any required information or support;
4. Registration of visitors according to Salesforce corporate security policies and hand over to host;
5. Comply with Salesforce corporate security policies when activating or distributing diverse badges of Salesforce access control;
6. Maintain the reception area overall appearance, ensuring the area is presentable at all times and aligned with Salesforce standards;
7. Maintain a tidy and smart uniform at all times, ensuring you are well-groomed;
8. Maintain up-to-date knowledge of internal and external meeting facilities, restaurants, hotels, venues, and businesses to make suitable recommendations or arrangements;
9. Maintain the Milan reception Google calendar as needed;
10. Handle all incoming calls to the front desk in a professional manner;
11. Become an expert in all our tools (Gmail, Gdrive, Gsuite, Slack, REWS ticketing system, etc.);
12. Close collaboration with the Workplace Services Sr Coordinator to ensure the office runs smoothly on day-to-day operations;
13. Be familiar with all the internal processes and procedures relevant to our office and reception;
14. Handle badges and memberships requests, keeping track of them through our internal log sheets;
15. Manage our stickers and pin program, checking our stock and placing orders when needed;
16. Take ownership of the Milan reception email inbox and answer promptly to all requests;
17. Maintain all our internal reception documents, log sheets, checklists, and guidelines up to date;
18. Provide front desk training to office covers if/when needed;
19. Ensure the reception signage is relevant, up to date, and compliant with the latest released branding;
20. Report maintenance issues to the business centre in a timely manner and keep track of them in our maintenance issues tracker;
21. Handle the execution and communication of our “Lost and Found” office program;
22. Work closely with the business centre reception to handle badges for employees, keeping track of our local log sheet;
23. Maintain a quarterly meeting with the business centre reception to review the badge holder list;
24. Work closely with the business centre and assist employees in extra meeting room bookings if needed;
25. Handle daily incoming mail, registration, and distribution to Salesforce employees in accordance with Salesforce policies and playbook;
26. Develop a good knowledge of all our shipping options/costs and arrange and manage all mail and package shipments directly with them;
27. Use our internal Ticketing System for all mail and package requests/handling and for all general workplace services requests;
28. Maintain all our mail documents/tracking sheets up to date;
29. In collaboration with the Sr Coordinator, handle and manage all personal storage requests, keeping track of all hotboxes available in the office.

MEETING & EVENTS

1. Work closely with the Workplace Services Meeting & Events Coordinator for meetings and events happening at the office;
2. Be responsible for creating all necessary branded signage for our meetings and events;
3. Collaborate with the Event Coordinator for the setup and cleanup of catering, ensuring vendors understand our needs and requirements;
4. Update the local meeting and events tracker and collaborate with the day porter teams to ensure they have clear visibility of the catering services and meeting rooms and social lounge agenda;
5. Support the Event Coordinator with internal events such as simple meeting catering & services requests;
6. Support the M&E Coordinator for group registrations.

PROFILE

1. Minimum 2 years of experience in a customer-facing role;
2. Hospitality background is a plus;
3. Experience with Mac and Windows, including competency with Gmail, Google Calendar, and Google Drive;
4. Fluent in spoken and written Italian and English.

1. Hospitality/Corporate experience and background preferred;
2. Passion for delivering excellent customer service and strong attention to detail;
3. Strong interpersonal and organizational skills with the ability to multi-task and prioritize;
4. Flexible and can-do attitude;
5. Excellent problem-solving skills, time management, good team player, consistent, proactive, and can-do attitude;
6. Ability to work in a fast-paced environment and meet deadlines;
7. Excellent communication skills, both verbal and written are essential;
8. Previous experience in corporate organizations, hospitality, or customer service roles is a plus.

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical, and emotional health.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers, and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces, and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics, and excellence are fundamental to everything we do, and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued, and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. Unique backgrounds, experiences, and perspectives help us think bigger, spark innovation, and succeed together.