Job objectives and responsibilities
* As part of the FOH support team, to act as a focal point for receiving Guests, Visitors and external MOPAC Staff to the MPS Sites.
* To undertake all aspects of the reception Porter and Messenger services:
* Greet visitors, answer the telephone, check identities and issue passes, host visitors as required, to exit visitors and to ensure that all operational procedures are followed.
* Set up Rooms and venues as requested, assist the site management to relocate furniture and items as per requests.
* To receive all the internal and external mail for the site, check, divided and distribute the posts to the personal onsite accordingly, collect all the letter to be franked accordingly before.
* To provide support to the customer services team as required.
Main duties
* To undertake all duties as described and in accordance with the Reception Procedures Manual
* To maintain the appropriate standards of conduct, dress, hygiene and appearance of a “Front of House” appointment, whilst being polite, efficient and presentable at all times.
* To make staff, colleagues and visitors feel welcome and to aim to make the guest's time at the office a business-like and pleasurable experience.
* To be readily able to answer any questions and / or find out the answer promptly
* To receive and look after guests until they are met by their host.
* To ensure that the security of the premises is maintained as far as is practicable
* To maintain a quality reception area
* To provide a booking service for rooms
* To provide a helpdesk service for reactive maintenance
* To maintain the telephone system as directed
* To liaise with the customer services team with regard to customer care
* To administer the delivering and collecting of company
* Setting up of meeting room space to the clients specification requirements
* Provide informative and helpful guidance to those requiring assistance finding, booking and using meeting rooms
* Take delivery of post both internal/external
* Delivering post around the building to different departments
* Use of franking machine and other equipment to send post.
* Use of computer to answer email queries.
* Report any building faults or H&S concerns.
* Undertake such other duties as may reasonably be required.
* Sorting post ready for collection.
* To be accountable for security and safe keeping of all stock and equipment within your area of responsibility
* To comply with the Clients policies on Recycling and waste disposal.
* To ensure that customer complaints are promptly dealt with, and action taken to prevent reoccurrence
* Replenish equipment and crockery etc that is required for service, before, during & after service.
* Ensure hygiene levels are maintained in accordance with current legislation and provide a safe environment for customers and staff.
* Ensure you comply with the current dress and personal hygiene regulations.
* Attend all mandatory meetings (including Topsides) and training courses as required for the betterment of the operation and personal development
* To undertake other reasonable tasks as requested.
Person Specification
* Excellent Customer Service experience preferably with an emphasis on dealing with customers and clients both face to face, via e mail and over the phone
* Intermediate level Microsoft applications skills - outlook, word, excel
* Flexible and willing approach to work
* Ability to work on own initiative
* Enthusiastic and Hardworking
* Good time keeper
* Must be reliable and well organised
* Good standard of general education
* Good communication skills - specifically verbal preferably with a second language
Health and Safety responsibilities
* Follow Group and company policies and procedures at all times;
* Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
* Use all work equipment and personal PPE properly and in accordance with training received;
* Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;
Information Security
* Ensure compliance with Mitie's information security procedures in all activities;
* Proactively identify and report security risks to your manager;
* Report actual and suspected security incidents;
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