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Office Administrator – Facilities, Reception & Lab Support

Role Overview

The Office Administrator provides day-to-day administrative and front desk support to ensure smooth office and lab-adjacent operations. This role supports reception coverage, visitor management, meeting and in-house event coordination, mailroom/courier handling, office supplies, and cleanroom gowning logistics. The contractor works closely with internal stakeholders and service partners (Facilities/Workplace Services, Security, EHS, and vendors) and follows site procedures, escalating exceptions promptly to maintain a professional workplace experience and compliance.

Key Responsibilities

1) Reception, Phone Coverage & Visitor Management

- Provide scheduled front desk coverage; welcome and guide visitors, employees and vendors; respond to enquiries and direct them to the appropriate contacts.

- Coordinate end-to-end visitor management (pre-registration where required, check-in/registration, badging/escort requirements per site process) and maintain accurate visitor logs and the monthly contractor list.

- Maintain a clean, organized reception area and key meeting spaces; raise facilities issues via the agreed channel/ticketing process and follow up to closure.

- Answer and route incoming calls; take messages and follow up or redirect enquiries as needed.

2) Meetings, In-house Events & Executive Logistics

- Support meetings and in-house events end-to-end (room set-up/reset, basic AV readiness checks, refreshments/catering, registration where needed, and delivery/collection of event items), using simple checklists to ensure readiness.

- Coordinate restaurant/venue options and reservations for visitors and leaders (capacity, dietary needs, proximity, cancellation terms) and route any budget exceptions to the requestor for approval.

- Coordinate event orders and deliveries with basic tracking and cut-off times; proactively flag risks (late delivery, missing items, AV issues) and escalate as appropriate.

3) Travel, Transport & Expense Support (as assigned)

- Coordinate local transport and airport transfers for executives/visitors, confirming pickup details (time, location, contact) and escalating issues or changes promptly.

- Support travel arrangements and expense claim submissions for assigned leaders per policy; ensure receipts/approvals are complete and escalate exceptions to the requestor/finance.

4) Workplace Operations: Facilities, Mailroom & Supplies

- Support day-to-day workplace readiness by logging and following up on facilities/service requests with Facilities/Workplace Services and vendors until closure; maintain essential pantry/office supplies as assigned.

- Receive, log and distribute mail and parcels; arrange outgoing couriers and maintain basic tracking/documentation. Use secure handling for sensitive deliveries and escalate discrepancies immediately.

- Maintain stationery and office supplies inventory (track usage, reorder, and keep storage organized). Support workstation/seat allocations and simple trackers/documentation in coordination with Workplace Services.

5) Cleanroom Gowning Support

- Issue and collect cleanroom suits/garments per site gowning rules; coordinate laundry/turnaround on an agreed cadence to support operational needs.

- Track basic inventory (sizes/condition) and highlight shortages or damaged items; escalate process deviations or safety concerns to Lab Ops/EHS promptly.

Role Interfaces

This role partners closely with Facilities / Workplace Services, Lab and Cleanroom Operations, Security and EHS, and leadership stakeholders. Key interfaces include access/badging and visitor compliance (Security), safety and gowning process adherence (EHS/Lab Ops), and external vendors (catering, restaurants/venues, transport providers, laundry services, couriers) with clear escalation paths for service failures or compliance risks.

What Success Looks Like in 6 Months

- Front desk is consistently staffed per schedule, with visitor check-in completed within a defined SLA and exceptions escalated correctly.

- Meetings/events meet readiness standards (room, AV, catering) with a low incident rate and clear post-event closeout within the same day.

- Restaurant/venue requests are fulfilled within agreed turnaround times, with options that meet constraints (capacity, dietaries, budget) and minimal rework.

- Executive/visitor transport runs reliably with confirmed pickups and accurate details (time, location, contact), and issues are proactively managed with contingencies.

- Workplace service requests are logged and tracked to closure with clear ownership, and recurring issues are identified and reduced through vendor follow-up.

- Cleanroom gown availability stays above minimum thresholds, laundry turnaround meets cadence, and any deviations are escalated before impacting lab operations.

- Leaders and lab teams receive timely, predictable updates and can rely on this role to resolve routine operations independently while escalating only true exceptions.

Requirements

- 1–2 years’ experience in office administration, reception, facilities or workplace support in a corporate environment.

- Experience supporting visitors, meetings/events and day-to-day office operations; comfortable coordinating with multiple stakeholders and vendors.

- Proficiency in Microsoft Office applications (Outlook, Excel, Word, PowerPoint).

- Strong communication skills; professional and confident when interacting with visitors, vendors, and senior stakeholders.

- Service-oriented and detail-focused with good follow-through; able to manage varied tasks, handle confidential information discreetly, and remain calm in a fast-paced environment.

Additional Information

- Contractor role; on-site.

- May provide additional reception/front desk coverage during peak periods, lunch breaks, or colleague leave, based on the agreed schedule and handover plan.

- Must adhere to workplace safety, security, and data privacy requirements, and follow site procedures when handling visitors, access, and confidential information.

Location:

On-site –Singapore

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

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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