Receptionist
As a Workplace Ambassador at our Head office, you will direct, co-ordinate and escalate as appropriate any facilities related matters.
The Workplace Ambassador reports to the Facilities Manager and is the local point of contact, focusing on the customer experience.
The Workplace Ambassador has ownership of the Front of House services and is responsible for Reception, Switchboard, and other site-related duties.
They are responsible for providing support to ensure facilities services are provided in an effective, efficient, and compliant manner.
Essential duties and responsibilities include (but are not limited to):
Customer Service
1. Management of the Front of House services
2. Greet, assist and direct candidates, new hires, visitors, and contractors to the appropriate member of staff
3. Receive, direct and relay telephone, email, and other queries
4. Maintain the high standards of the Front of House and office areas, keeping them in good order
5. Administration of parking spaces, allocating visitor spaces
6. Arranging taxis for clients, staff, and visitors as requested
7. Manage onsite meeting rooms, arranging refreshments and hospitality requirements
8. Manage a number of inboxes and processes that support the business including travel requests from staff, internal purchase orders, and general enquiries to the business
Site Operations
1. Conduct daily meeting room checks
2. Handle all incoming and outgoing mail including courier bookings
3. Assist in coordinating the repair and maintenance of the site and office equipment
4. Issuing ID and access badges for new hires, visitors, and vendors
5. Maintain the visitors sign-in book
6. Monitor and ensure office housekeeping and cleanliness is delivered to the highest quality
7. Champion company office policies and procedures
8. Report office recycling figures to JLL Work Dynamics
9. Provide contractor management as required in the form of induction and monitoring whilst on site
Additional Duties & Responsibilities
1. Promote a high level of satisfaction amongst end users by anticipating and promptly responding to their service requirements
2. Give direction on site to promote engagement and excellence in customer service and delivery
3. Provide administrative support to the Facilities Manager, including internal and external compliance audit preparation
4. Assist with monitoring the delivery of all hard and soft services including reactive repairs, PPM works, direction, and supervision of subcontracted services
5. Acknowledge that the role of Workplace Ambassador reflects company standards. Proper telephone, Front of House procedures, and quality of service are essential
6. Porterage activities ensuring deliveries are passed to their recipient without delay
7. Maintain supplies of stationery
8. Re-stock office consumables
9. Order uniforms for staff
10. Conduct visual site inspections
11. Support emergency preparedness and crisis planning, following all emergency and evacuation procedures
12. Assist with Company projects such as mobilisation and TUPE administration as required
13. Perform ad-hoc cleaning as needed (dishwasher, coffee machine cleans, etc.)
Essential Qualifications/Experience
* Previous experience in a similar role
* Proficiency in Microsoft Office Suite
* Good organisational and interpersonal skills
Desirable Qualifications/Experience
* Customer service experience
* Business administration knowledge
* Use of CAFM systems (Maximo)
* Knowledge of FM practices & procedures
Core Hours: Monday - Friday 8am – 4:30pm
Full Time office-based position
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