Facilities Assistant

Overview

Deliver concierge-level visitor service, manage meeting rooms, AV, and facility upkeep.

Key Responsibilities

• visitor check
• admin reporting
• queue management
• meeting setup
• av support
• audits

Tasks

-Efficient Check-ins: Manage visitor check-ins and check-outs, ensuring smooth access and departure processes. -Administration: Maintain trackers, logs and digital records. Preparation of reports. Ordering office peripherals, stock, and uniforms. -Queue Management: Proactively manage queues to streamline arrival and departure experiences. -Warm Welcomes: Greet and assist all visitors and colleagues with a professional, concierge-level approach. -Point of Contact: Act as the eyes and ears in the absence of the Facilities Manager, and running team briefings or huddles -Effective Communication: Address and resolve visitor and colleague requests efficiently, ensuring clear and timely follow-up. -Interlock: Act as an interlock between service teams and support the management team to coordinate their response to issues affecting colleague experience -Routine Checks and Audits: Perform floor walks and service audits, logging any necessary work orders, and seeing through to resolution -Manage Key Areas: Daily ownership of the physical touchpoints, ensuring all colleague and client facing areas are set to agreed layouts, fabric, and housekeeping standards, and all working as intended -Visitor Engagement: Build rapport with frequent visitors, keeping the team informed about their preferences. Act as a host in the Lobby area. -Role Model: Adopt the service standards and support the management team with training of fellow team members -Query Management: Triage and respond to colleague queries via various platforms, ensuring all queries are acknowledged and resolved efficiently -Facility Coordination: Support facilities management and the wider FOH team to proactively manage the workspace, ensuring compliance and maintaining high service standards. -VIP Services: Ensure VIP guests receive exceptional service and satisfaction. -Team Collaboration: Work closely with client workplace experience teams to support their initiatives, activities and events. -Meeting Rooms and Porterage: Own the set up and reset of meeting rooms and event spaces to specified layouts -Visible Support: Act as a tangible and accessible point of service for all inquiries whilst moving throughout the office. -Professional Conduct: Maintain a high level of professionalism, adhering to company policies and procedures. -Technical Expertise: Offer first class meeting room first fix AV support. Undertake regular checks of AV kit to ensure it is working at all times. -Escorting: Host approved contractors on site

Requirements

• sia licence
• 2 years
• av
• it support
• outlook
• condeco

What You Bring

-SIA Licence: To be provided -Experience: Minimum 2 years at prestigious corporate workplaces, or in high-end 5* hotels. -AV: Comfortable with meeting room and event space AV equipment (MTRs, microphones and speakers, docking stations) -IT: Ability to handle a high volume of queries over different platforms -Technical Proficiency: Skilled in Outlook, Word, Teams, and Chrome; experience with visitor management tools like Condeco. -Communication Skills: Exceptional verbal, written, and interpersonal skills. -Presentation: Immaculate grooming and personal presentation.

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