Guest Relations Host

Description

• Issue and control visitor security passes; Liaise and interact with security to guarantee a safe working environment for all visitors and staff
• Monitor waiting areas to ensure visitors are collected/attended to in a timely fashion, interacting as appropriate
• Suggest ideas for developing and evolving the reception services and assist in implementing these ideas
• Brief visitors on arrival on fire evacuation procedures- emergency exits, evacuation routes and assembly points
• Provide food and beverage service for external/ client suite meetings or events. Manage with Hospitality lead and coordinate with vendors if necessary for large catering functions, fine dining, any special requests etc…
• Ensure meeting room booking system is up to date- details for rooms are correct, assist with any booking inquiries and liaise with supporting teams if necessary
• Manage all visitor categories in line with security protocol
• To be customer focused at all times, by being visible at the reception desks and developing relationships with staff and customers
• Encourage and nudge appropriate booking behaviour and provide utilization reporting including block booking, no shows etc…
• Welcome new joiners and provide in person or virtual orientation tours/ supporting documentation and media
• Meet and greet all staff, customers and visitors professionally and cheerfully
• Serve as an information source for staff and customers- assist and advise with any inquiries on building facilities, meeting room locations, special events, surrounding amenities as appropriate
• Regularly monitor customer feedback and produce an appropriate action plan based on the results
• Supervise and be present throughout event
• Assist with any other internal events lead by business as requested
• Always deliver 5* customer service with a professional and presentable appearance
• Issue Resolution- resolve simple AV/ VC, collaboration tools or other meeting and conference room related equipment issues
• Ensure all meeting rooms are kept clean, tidy are ready for use – ensure highest level of cleaning standards. Pre- checks to be conducted before every meeting including equipment and AV/ VC checks
• Assist with communications to promote, confirm attendances, create name badges etc…
• Conduct regular visual checks on meeting room usage (vacant or in use) to support ad hoc analysis of bookings vs utilisation
• Assist with any ‘ad hoc’ requirements or request related to functions and events
• Inform hosts of the arrival of their guests or escort to host/ meeting room (in line with security practices)
• Obtain all external attendee names of visitors and prepare a daily visitor arrival list for the next working day
• Manage and follow up on the event set up / run down on the respective floor, ensuring everything is in order including technology assistance and all teams involved are prepped for required activities
• Support and manage the meeting room booking system, which includes booking all forward and same day reservations, cancellations and / or amendments to bookings as per client requests (site depending) ensuring frequent communication with end user on their booking
• Manage catering requests, AV or VC, room equipment, any special requirements etc… liaise with FM team/ catering/ security/ any other vendors as appropriate to ensure all requests are fulfilled accordingly
• Set up and reset of internal and external meeting rooms, training rooms or conference rooms. Manage rooms to be set up appropriately according to individual booking and equipment requests. Rooms should be reset as appropriate in line with daily booking schedules
• Assist with coordination of events: supervise the set-up / dismantling of event venues, perform risk assessments. Liaise with necessary teams (security, housekeeping etc…) as necessary to ensure a consistent level of service
• Ensure reception desks, waiting areas and internal meeting rooms are maintained to highest standards of tidiness and cleanliness as outlined in any operational KPIs
• Provide team briefs for wider workplace team on upcoming events, conferences, client suite events to ensure up to ensure all teams are aware of activities
• Proactive premises inspections, proactively raise work orders for surrounding areas to report any maintenance issues, cleanliness issues or system faults where necessary
• Manage meeting room inventory checks

Requirements

• You are passionate about people, providing them with great experiences. A natural "people person" with exceptional Customer Service skills and attuned to customer needs
• Excellent verbal and written communication skills with the ability to communicate professionally and effectively
• High attention to detail
• Flexible and proactive; Comfortable working in a fast-paced environment
• Proven track record of achievement
• Proficient skills in Microsoft Office Suite (Excel, Work, PowerPoint, Visio, Outlook, Teams, SharePoint, and Access)
• Professional, well-groomed, and well-trained staff available to meet, greet and guide colleagues and clients to the respective meeting location. Visitor and client experience shall be professional, warm and genuine
• High level of grooming standards
• Be approachable and interact with guests and members of staff of all levels in a professional and friendly manner
• Fluent in the English language – written and oral
• Strong problem-solving skills with the ability to react quickly and decisively when faced with a problem or issue
• Ability to work under pressure and to tight deadlines
• Exceptionally organised and skilled in multi-tasking, with outstanding time management skills
• All meeting rooms consumables, including F&B, should be refilled and reset after each meeting where appropriate
• Previous Hospitality/ Reception experience is preferred- minimum 3 years

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance