Front of House

Description

• Pre-register visitors into the office systems, to enhance the sign in experience, and as applicable send pre-arrival information.
• Answer and direct incoming calls promptly and professionally.
• Maintain the franking equipment and online postage service account.
• Be the local contact for managing and maintaining the Office Sign In system for visitors.
• Report technical faults and maintenance issues via the correct reporting process and ensure prompt close out.
• Maintain accurate call logs and update contact databases.
• Book hospitality lunches and refreshments. Take delivery and store appropriately before use.
• Maintain external meeting room schedules using appropriate AECOM Office booking tool and manage any conflicts professionally.
• Communicate visitor and guest arrivals to the relevant people promptly so that the visitor or guest is either met or escorted to the relevant meeting room / area in a timely manner.
• Manage call queues and ensure timely response to inquiries.
• Ensure booked authorised Contractors have access to the building as required and refer unexpected Contractors to Office Manager prior to admitting.
• Review meeting and visitor bookings daily, and ensure that requested facilities (room layouts, hospitality, additional facilities) are arranged.
• Route calls to appropriate departments or personnel.
• Manage the access control system, issuing keys or passes for contractors and visitors, ensuring access is only provided to authorised personnel and report any intruders immediately.
• Maintain a tidy reception and lounge area ensuring that refreshment facilities are replenished and everywhere is clean and tidy.
• Handle incoming and outgoing mail and courier services. Arrange collection of out-going post.
• Carry out regular room checks to ensure correct set up and readiness for guest use, replenishing consumables as required. Check that all AV equipment is working and report any unresolved issues to Facilities Management. Ensure that AV instruction guides are in the room and available to users.
• Maintain an organised and tidy work area, which includes the desk, meeting rooms, client cloakroom and back office.
• Provide a welcome on arrival for all visitors as soon as they step into the office, sign visitors in (and out) of the office and provide health and safety induction.
• Make the front of house the first point of call for all guest questions and enquiries, from finding local restaurants, travel advice, local knowledge, taxis etc.
• Events Management - assist the team with preparation for special meetings and events.
• Provide basic information to callers and escalate complex queries as needed.

Requirements

• AECOM lone worker training
• Proficient in use of Microsoft Word, Excel, Outlook.
• AECOM Fire Marshal training
• Hold level 1 (or 2 if relevant to location) food hygiene certificate and ensure food hygiene processes are applied in kitchen and food service areas.
• A proven ability to work as part of a team.
• Display good interpersonal, verbal and written communication skills and organisational skills.
• Have a strong knowledge of our travel booking systems, office booking systems and purchasing systems to support others with bookings and purchases.
• Desirable to hold First Aider and Fire Marshal training, and act in these roles as required.
• Previous experience in a similar role is desired.
• Level 1 (or 2 if relevant) food hygiene and safety qualification, or equivalent
• First Aid at Work qualification, or equivalent

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance