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Front of House/Facilities Coordinator, Greater London
Client:
PROception
Location:
Greater London, United Kingdom
Job Category:
Other
EU work permit required:
Yes
Job Reference:
092911d08c40
Job Views:
3
Posted:
03.03.2025
Expiry Date:
17.04.2025
Job Description:
Front of House/Facilities Coordinator
Hours: 09:00 - 18:00, Monday to Friday
Responsible to: General Manager/Property Management Team
Scope: The post holder will be responsible for managing the building reception, ordering various stock for the building, and organising day-to-day tasks for clients. They will work closely with the General Manager, on-site security and housekeeping teams.
Specific Duties
Facilities Management Duties
1. Assist the FM team in upholding policies and procedures relating to building management, such as Health & Safety and Emergency Response.
2. Maintain the reception procedural manual, ensuring it is clear and up to date.
3. Manage key handling, maintaining a log of keys signed out and returned.
4. Assist with catering facilities and general office provisions for meetings and events.
5. Arrange and manage access requirements for new starters and planned maintenance.
6. Manage consumables orders and maintain stock levels throughout the building.
7. Ensure office security by following safety procedures and controlling access via the reception desk, following client specific requirements for visitors.
8. Assist with the management of the in-house gym and shower facilities.
9. Facilitate meeting room bookings and prepare a daily schedule for the housekeeping team to maintain and refresh between meetings.
10. Serve as a first aider and fire marshal.
11. Undertake adhoc administrative duties and offer support to other departments as needed.
12. Collaborate with the on-site security team to ensure building safety and security.
13. Work alongside the housekeeping team to maintain cleanliness and orderliness throughout the building.
Reception Duties
1. Greet, welcome, direct, and announce visitors appropriately.
2. Ensure every guest feels welcome and build a rapport with them.
3. Act as the office "ambassador," reflecting the company's image through proper telephone and reception procedures and quality service.
4. Receive and sort daily incoming mail and deliveries, manage outgoing mail as required.
5. Order couriers for UK and overseas.
6. Ensure the office and reception areas are tidy and presentable, with necessary stationery and materials.
7. Handle incoming calls in accordance with each client's needs.
Qualifications
1. Proven experience in a similar support role, with reception experience required.
2. Professional attitude and appearance.
3. Excellent customer service skills and good interpersonal skills for liaising with colleagues, tenants, and contractors.
4. Self-motivated with the ability to manage multiple tasks and achieve targets/deadlines with minimal supervision.
5. Proactive approach with a strong desire to resolve issues autonomously.
6. Attention to detail, accuracy, and proficiency in English (oral and written).
7. Working knowledge of Microsoft 365 (SharePoint, PowerPoint, Teams, Word, and Excel) and the ability to quickly learn new systems.
8. Familiarity with IT systems used for video conferencing (mainly Teams).
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