Job Description
* Reception duties at The Edinburgh BioQuarter including managing visitors, deliveries and managing incoming calls.
* Management of meeting rooms and the preparation of rooms.
* Tenant liaison and co-ordination of enquiries, issuing communications.
* Deal with tenant complaints/queries and offer prompt resolutions, escalate where necessary to the Facilities Manager.
* Ensure all front of house & common areas are immaculately presented. Complete inspections & meet with the cleaning supervisor on a regular basis.
* Log faults with the helpdesk & inform the Facilities Manager
* Co-ordination of contractors when visiting site, with support from the Facilities Manager. This may require careful planning with the tenants.
* Assist the Facilities Manager to show potential new occupiers’ vacant spaces & ready units for handover to new occupiers.
* Help plan & execute, occupier & social value engagement initiatives.
* Administration of ad-hoc billing for Nine & BioCube 1 (meeting rooms, broadband, telephony, etc)
* To produce & update operational documents & databases in accordance with site management. Such as Tenants Handbooks, Tenant Directories, Key Logs, etc
* Assist the Facilities Manager to ensure fire and other evacuations are carried out on a regular basis in accordance with the health and safety requirements.
* Assist the Facilities Manager during quarterly tenant meetings including taking minutes.
* The issuing, deleting & configuration of access cards whilst using the access control system for tenants & contractors.
* Cover the Facilities Manager whilst absent holidays \ sickness.
* Manage and support the touchdown office area, including booking coordination, ensuring readiness of workstations, maintaining cleanliness and supplies, and assisting users with access and connectivity.
* Expertise & Professional Development
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o You are the ‘go to’ person in your area of expertise/specialty for questions from your colleagues, clients and customers
o You possess excellent interpersonal communication skills
o You are solutions focused, advising colleagues and stakeholders with solutions not problems
o Adequate knowledge of IT systems including MS Outlook, Word, Excel and PowerPoint
o Maintain elogbooks and use permit to work system with support from the Facilities Manager if required. H&S training is preferred but not essential.
* Communication & Managing Expectations
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o You actively listen and interpret key information from and to clients, customers, colleagues and service partners
o You manage and exceed expectations by prioritizing tasks
o You can tailor your message to different stakeholders to ensure that the correct message is received
o You will strive to anticipate needs and exceed expectations
o You will communicate to provide required information as well as offer prompt resolutions
Qualifications
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o You demonstrate and role model the key behaviors of service excellence.
o You conduct professional work for Clients and ensure that all relevant reporting requirements are met to agreed deadlines.
o You preempt the work required ensuring you are always delivering high levels of service
o Be flexible and open minded and positively adapt to any reasonable changes to your role (duties & responsibilities) proposed by your line manager and/or the Client
High Quality Work
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o You continuously look to improve the quality of your work and ensure quality control
o You demonstrate excellent organizational and time management skills
Productivity & Efficiency
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o You challenge where you see that time is wasted and tasks could be delivered more efficiently by focusing your energy on those tasks that are within your control
o Possess excellent oral and written communication skills
Additional Information
* You have strong trusting relationships and promote a culture of information sharing and cross working relationships
* You will create a positive and collaborative working environment
* You will work effectively as part of the wider Site Team
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o You are results and impact focused and go the extra mile to deliver the best service
o You show reliance, even when under pressure and during challenging times
o You have an excellent change management mindset
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o You actively request, take on board and action any feedback to develop, as well as provide positive and constructive feedback to the team
o You seek out and attend relevant personal and professional development such as training courses, new projects and assignments
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o You are aware and can identify where professional conduct and integrity should be challenged, and act as a role model and advocate Colliers values
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o You are involved in the Balance in Business initiatives for the organization and promote a culture of inclusivity free of bias, calling out inappropriate behaviors and
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o You represent Colliers in community groups at internal and external events and look at how the team can have an impact to the wider internal and external community.