Receptionist Administrator

The Receptionist Administrator supports front-of-house operations and administrative coordination within a GMP pharmaceutical facility environment. This role is responsible for visitor management, attendance tracking, vendor coordination, and general administrative support while maintaining compliance with site operational, safety, and security procedures.

The position also provides administrative support to the Facilities Management team, including assistance with purchase order tracking, invoice coordination, and operational reporting.

Key Responsibilities

1. Front-of-House Operations & Site Coordination

• Welcome visitors, contractors, vendors, and employees in a professional manner.
• Manage visitor registration processes, issue access badges, and coordinate with site personnel regarding visitor arrivals.
• Support the coordination and registration of vendors and contractors for required site induction or onboarding activities prior to site access.
• Maintain accurate daily attendance records for employees, vendors, and contractors on-site.
• Prepare and distribute attendance or occupancy reports to relevant stakeholders as required.
• Handle incoming calls, enquiries, messages, and general front-desk communications.

2. Administrative & Financial Support

• Provide administrative support to the Facilities Management team, including data entry, document filing, and meeting coordination.
• Assist with purchase order tracking, invoice coordination, and basic financial record updates under the guidance of the Facility Coordinator or Finance team.
• Support maintenance of operational trackers, including expenditure logs and service records.
• Liaise with vendors and internal stakeholders regarding administrative or documentation matters.

3. GMP Site Support & Logistics Coordination

• Support visitor and contractor briefings on applicable site safety, security, and operational requirements prior to entry.
• Coordinate incoming and outgoing mail, courier services, package handling, and distribution activities.
• Maintain organized administrative records and site documentation in accordance with company procedures.
• Support ad-hoc operational and administrative tasks assigned by the Facilities Management team.

Job Requirements & Qualifications

• Minimum 1–2 years of experience in reception, customer service, hospitality, or administrative support roles.
• Experience within pharmaceutical, healthcare, manufacturing, corporate, or regulated environments is advantageous.
• Good organizational skills with attention to detail and ability to maintain accurate records and reports.
• Basic understanding of administrative coordination and invoice or data tracking processes.
• Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.
• Familiarity with procurement or ERP systems such as SAP, JDE, or similar platforms is advantageous.
• Good interpersonal and communication skills with a customer-service-oriented approach.
• Ability to work collaboratively with internal stakeholders, vendors, and visitors in a professional environment.

Equal Opportunity Statement

JLL is committed to providing fair and equal employment opportunities. All applicants will be considered based on merit, qualifications, skills, and relevant experience.