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Visitor Experience: Ensure the highest level of customer focus and service levels are delivered at all times, that all visitors and guests that are attending the office receive an exceptional experience when entering the office and during their visit.
New Starter Process: Ensure that each new Entainer has a warm welcome, feels expected, and is ready to go on their first day with an access pass and a booked desk.
Taking Calls on Our Switchboard: Handle a range of calls from suppliers, customers, and colleagues that call into the office phone and support/redirect as appropriate.
Security Focus: Ensure that good security practices are observed around the office, especially when using the guest management system and car park management system.
Emergency Procedures: Have a clear understanding of emergency procedures and the role Workplace plays in these types of scenarios.
Room Booking: Be an expert in all our spaces including meeting rooms, pods, and collaboration spaces. You’ll be the person people come to asking what the perfect space is for their requirements.
Back of House Duties:
1. Postroom Operations: Coordinate deliveries with building management teams and operate our digital mail tools, Royal Mail’s click and drop service, our franking equipment as well as other courier portals.
2. Meeting Room Setups: Ensure every room is set up as expected at the start of the day and ready for use.
3. Office Checks: Conduct regular walk-throughs of the office to ensure safety and cleanliness.
4. Overseeing Contractors: Have a general understanding of the tasks contractors are required to carry out and be familiar with the RAMS (Risk assessment and method statement) attached to the work they’re doing.
5. Arranging Contractor Visits: Engage with our Workplace suppliers and partners ensuring visits to site are planned and completed without causing disruption.
6. Project Support: Play a part in various projects including moves and changes, office branding, installations, and various analysis/admin projects.
7. CAFM (Computer Assisted Facilities Management): Become a regular user of Concerto and ServiceNow and manage planned maintenance and reactive software.
8. ServiceNow: Proficiently handle work requests through the internal ServiceNow portal and communicate with end-users throughout the process.
9. Workplace Communications: Communicate effectively through various channels we use internally to update the business on matters impacting colleagues.
10. Documentation Management: Ensure documentation is filed correctly in the Global Workplace SharePoint for easy access in urgent situations.
Minimum Requirements:
* Must have excellent written and verbal communication skills.
* IOSH qualification or equivalent preferred.
* Previous experience in a large corporate environment preferred.
* Must be able to present to stakeholders at all levels.
* Proficient in Microsoft Office 365 suite.
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