Corporate Receptionist

Overview

Oversee reception, visitor access and front‑of‑house services in a corporate building.

Key Responsibilities

• room booking
• visitor check‑in
• pass management
• work orders
• mail management
• queue management

Tasks

-Managing mail in/out, notifying colleagues of items for collection. -Cross train at other sites within the region and cover when needed -Manage room bookings using our online platform -To actively build relationships with other workstreams and partners, to ensure we are operating as OneMitie -Conduct visitor arrival/departure check-in and check-out by managing and issuing access, in a manner aligned with a 5* service -Greet and acknowledge all visitors and colleagues in the reception area as they arrive/depart/pass by, ensuring they receive exceptional service -Maintain a register of passes issued to and returned by visitors, ensuring that a full audit trail is maintained -Provide a daily forecast to the FM and leadership team as to how many visitors are expected -To proactively look out for building issues, ensuing a swift resolution -Establish rapport with frequent visitors; keep the team and relevant departments well-informed about visitor preferences -Complete any reasonable management request or task -To escalate any feedback relating to the service provided by the service team -Always conduct oneself in a professional manner, adhering to established standards of conduct, department procedures and policies -Report systems malfunction immediately to ensure swift resolution. -Ordering peripheral items such as IT kit, uniform, stationary -Triage colleague queries received in person, email and online, responding in a timely manner or referring them to the right team or self-service channels -Proactively log work orders -To always deliver the Signature brand standard experience -Provide ad hoc cover and support to other work areas and teams -Provide first line response to Audio Visual queries from colleagues arising from IT/AV equipment installed in meeting rooms -Regular checks of meeting rooms, ensuring all kit is functional, and logging work orders as required -Provide support to the wider service team as and when required -Instruct all Employees and visitors to clearly display their identity card and visitor pass whilst on Client's Premises -Ensure communication and follow-up on any problems, visitor or colleague requests, and special requirements -Maintain the shared mailbox, ensuring that resolved emails are deleted or filed on the same day -Manage stocks of visitor passes and other specialist stationery -Support onsite facilities inspections, floor walks and service audits -Welcome and manage contractors on site, ensuring compliance with building protocols and security procedures. -Be the face of the facilities team by providing tangible service that is visible and easily accessible -Act in accordance with health and safety, and manual handling procedures -To ensure all visitors are appraised of emergency evacuation procedures and made aware of where to enter and leave the Client's premises by way of the designated access points -Ensure all temporary passes are only provided to Client employees following confirmation of identity in line with prescribed client policies -Creating, updating, and displaying signage as required -Administrative tasks and ad hoc reporting -To anticipate the needs of visitors and colleagues -Ensure all colleague queries to the shared mailbox are responded to and actioned on the same day -Utilise a “hands on” approach whilst ensuring the service delivery is at the required standard -Maintain vigilance for any safety or security irregularities, taking appropriate action or escalating issues promptly. -Proactively manage queues, striving to make the arrival or departure process as efficient as possible -To positively identify all visitors and contractors before granting access and checking them in

Requirements

• condego
• outlook
• word
• teams
• chrome
• 2 years

What You Bring

-To be highly visible, always available and the “go to” person for queries -Competent using visitor and space management tools, such as Condeco. -1 to 2 years' of comparable experience in corporate workplaces, customer service, or tourism and hospitality -Comfortable with wearable and mobile tech (radios, headsets, tablets) -To be immaculately groomed, approachable, and helpful always -Must be able to identify and resolve issues, and to meet and exceed the expectations of our client -Be aware and up to date with “what's on” in the building (workplace experience events, and planned maintenance) -Must be highly proficient in Outlook, Word, Teams, and Chrome -Immaculate grooming, personal presentation and sense of style -Essential to be able to process large volume of queries across multiple platforms -To handle special requests including preferences for colleague's and visitor's time on site, as well as show intuition and empathy in all kinds of situations -Exceptional verbal, written, and interpersonal communication skills with core competencies around delivering service excellence

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