Job Title
Facilities Coordinator - Workplace Concierge (Reception)Job Description Summary
The Workplace Concierge Facilities co-ordinator (reception) role is responsible for supporting the delivery of exceptional front of house experiences that are aligned to that of a genuine hospitality experience that helps to create an experience that is in line with the expectation of the organisation.Job Description
The Workplace Concierge must ensure the highest level of customer experienced is realised along with supporting the team with varied tasks such as:
Welcome and arrival experience
Share and Communicate
Request name and identification of the visitor/contractor
Contact the person the visitor is requesting to see to confirm meeting
Verify identification and check
Request visitor completes sign in documentation then issue pass
Ensures the visitor/contractor access pass is returned at the end of the visit
VIP and Visitor Management
Ensures a smooth arrival experience for all guests
Provide escorts for VIPs as required
Ensures all visitors and guests have an exceptional experience whilst on the premises of Cushman & Wakefield
Mail Management
Manage all incoming and outgoing mail
Follow the suspicious mail SOP if required
Identify and audit old and dated mail
Manage couriers on behalf of the business using the Courier SOP
Locker Management
Manage the employee locker allocations using the VCOS system
Ensure all lockers are true requests, following the Storage and Locker Guidelines
Release any locker from exiting employees for reallocation
At times, locker checks may be performed on request from HR
Storage Management
Manage request for team storage either allocated to a tambour unit or fixed joinery
Ensure that any tambours not in use are empty and the key kept with workplace
Ensure all team storage in use is current via the quarterly storage audit
Ensure all spare keys are tagged and recorded and kept in the keytel
Meeting Room/Event Management
Manage bookings for the client meeting room spaces
Take any requirements at the time of the booking and schedule as appropriate (Set up etc)
Follow up bookings 48 hours in advance to reconfirm the booking
Book any catering as required
Follow up the caterers and process invoices to the BU cost centre
Manage the set up and knock down
Provide baseline AV support
Tenancy Floor Checks
Complete regular floor walks for the office tenancy
Identify any WHS risk and log an immediate job to rectify
Place out any ‘care and repair’ signage as necessary
Log all jobs in relation to the tenancy (physical, technology, cleaning etc) for remediation
Communicate any large scale outages to the business eg having to take a meeting room offline due to no MS teams.
Carpark Management
Take client carparking requests
Where available, manage the request and communicate the bay number and details
Record the required details into the system
Onboarding Process
Organise onboarding packs for new starters
Email induction pack to new starters
Coordinate with the Technology team for IT equipment’s for new starters
Organise corporate headshots for new starters
Background and Experience
Strong hospitality / customer service background
Previous experience in a FOH environment at another large organisation
Professional verbal and written communication skills
Ability to multi-task
Able to demonstrate a common-sense approach to problem solving
Experience supervision a team with direct reports