Overview
* To provide an exceptional front of house experience to clients and colleagues.
* To manage facilities and other office services contributing to the guest experience
* Act as an ambassador for the client at all times.
* Maintain and file compliance and contractor documentation within the established filing system.
Key Accountabilities
* Upkeep and administration of department filing following the already established processes.
* Ordering supplies and equipment required by the Facilities Management team and raising purchase orders for all purchases and service visits.
* Meeting and greeting guests, providing a warm and welcoming experience for all personnel.
* Maintaining the clients sign in management system, signing in clients/ Contractors/ Staff and Visitors.
* Maintain meeting room booking system, ensuring there are no clashes, and all requests are dealt with in a timely manner (Catering requests, AV requirements etc.) and liaising with the client where necessary.
* Managing reception switchboard, using judgement to screen and handle calls and messages.
* Action ad-hoc guest and employee requests, including organising taxis, printing meeting papers and contacting relevant personnel across the business.
* Keep the reception and immediate areas impeccably well-presented and maintain a high standard.
* Build and maintain effective relationships with customers and internal/external suppliers by resolving service issues.
* Support the client in managing and prioritise workloads within the team to ensure achievement of service standards.
* Administration of Maintenance service requests from submission to completion and feeding back to the client.
* Must be prepared to ‘fill the gaps’ and step into other Facilities Management roles in times of constrained resource.
* Ongoing management of documentation and adherence to processes of the clients ISO45001, 14001, 27001 and recent implementation of 50001
Competencies
* Excellent communication, and feedback skills.
* Experience in a fast-paced environment
* Proven experience in a customer service environment.
* PC literate and competent in use of MS Office Package including MS Excel and MS Word. An ideal candidate has experience with security system programs such as CCTV and access control, and both financial and CAFM systems.
* Excellent administrative skills and experience.
* Experience in raising purchase orders.
Desirable
* IOSH Managing Safely
* Contract Management experience – i.e. organising electricians, plumbers, engineers and liaising with sub-contractors.
Core qualities and attributes
* Personable and enthusiastic with excellent customer service skills including client facing and call handling.
* Excellent communication skills and great attention to detail. A confident, friendly and courteous manner, both in person and on the phone
* Take pride in providing an impeccably presented office space.
* Be punctual, reliable and flexible with a ‘can do’ attitude to tasks and problems.
* Able to work on own initiative or as a great team player, able to build and maintain effective working relationships with team.
* Adaptable to various duties of the post, comfortable working with changing priorities and can adapt to the needs of the business.
* Commitment to customer care
* Must have an aptitude to organisiation.
* Cultural sensitivity and awareness, exercising discretion at all times.
* Must be dressed appropriately for a corporate front of house environment.
#J-18808-Ljbffr