Guest Services Ambassador (part-time)

JLL | Guest Services Ambassador (part-time) Our goal is to provide an enhanced Workplace Experience that meets our client’s Property & Facilities Management (P&FM) vision of delivering: “A workplace that provides an integrated customer experience enabling colleagues to do their best work”. In this role you will be a part of delivering a World Class Workplace experience for our client’s colleagues, customers, and guests in a connected workplace which promotes a culture of inclusion and safety. The client’s Moments that Matter (MtM) programme provides a focus for creating an environment that enhances productivity, collaboration, and well-being. You'll have the opportunity to create exceptional workplace experiences and drive colleague satisfaction and engagement to make opportunities for everyone to flourish.

Job Summary The Guest Services Ambassador supports the Reservations Team in coordinating internal meetings and events primarily through digital communication and internal booking systems. This behind-the-scenes role manages meeting scheduling, catering orders, guest registration, AV bookings, labour support requests, and calendar coordination to deliver seamless event experiences. The Ambassador also provides switchboard coverage, answering incoming calls during when required. Operating predominantly through email and system-based workflows with two days per week in the office, this role requires exceptional written communication skills, meticulous attention to detail, and a hospitality-focused mindset to ensure every colleague interaction reflects the client's commitment to an integrated workplace experience.

Key Responsibilities

• Event Coordination & Logistics Coordinate internal meetings and events through digital booking systems, including scheduling spaces via client software, processing catering orders, arranging AV requirements, and booking labour support for physical set-up.
• Support the delivery of high-profile meetings, catering orders, and guest registration through meticulous coordination across all booking platforms.
• Proactively manage requests and anticipate needs to avoid operational disruption.
• Troubleshoot issues through coordination with the facilities team and service providers.
• Handle all administrative support for meetings and events through email and internal systems.

Communication & Service Delivery

• Respond to all queries via email per established standards and timeframes, ensuring all communication loops are closed with client colleagues.
• Maintain exceptional written communication standards that reflect a hospitality-focused approach.
• Establish rapport and maintain relationships through consistent, professional interactions.
• Report any issues with software tools in a timely manner.
• Ensure all established processes regarding back-ups, records, data, and reporting are followed.

Switchboard Support

• Provide switchboard coverage by answering and handling incoming calls during team breaks, in accordance with established standards.
• Report any equipment issues in a timely manner and conduct regular testing to ensure operations.
• Maintain all records, such as call volumes, and report as required.

Continuous Improvement

• Engage in a culture of continuous improvement and innovation by collecting feedback and participating in the development of best practices and new tools that provide service delivery efficiencies.
• Support collection and submission of Key Experience Indicator (KEI) data as applicable.
• Be part of a multi-skilled team that supports colleagues across the business to ensure client colleagues always receive excellent services and experiences.
• Other duties, as assigned.

Qualifications Required:

• 1-2 years of experience in meeting coordination, hospitality operations, event administration, or related administrative field.
• Exceptional written communication skills with the ability to deliver professional, clear, and service-oriented correspondence via email, and in person where required.
• Strong attention to detail and accuracy in data entry and system management.
• Ability to multitask and prioritize in a fast-paced digital coordination environment.
• Flexibility and positive attitude in managing shifting daily priorities.
• Professional phone manner for switchboard coverage responsibilities.
• Ability to work with clients at all levels of an organization, including C-suite.
• Track record of initiative, integrity, and good judgment.
• Highly collaborative with strong interpersonal skills.
• Proficient skills in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Availability to work in the office two days per week.

Preferred:

• Experience with booking or scheduling systems (Eptura Engage/Condeco or similar platforms).
• Previous experience in corporate workplace services or facilities coordination.
• Fluency in English required.