The main feature of this role will be to provide exceptional customer service. This role has no direct reports although working collaboration with the Facilities Manager, Contract Support team and 3rd party specialists such as security is integral to the role.
Working hours: 8am-2pm – Monday to Friday
Primary Objectives and Tasks:
* Provide a high standard of reception service, meeting and greeting visitors and staff arriving on site
* Providing support to the client and answer calls and emails in a professional and timely manner
* Managing the meeting room bookings on request for the client’s staff
* Keep the reception area clean, tidy and clutter free
* Receive visitors – assisting them in signing into the Concierge System or advance preparation of passes & announcing their arrival to their host
* Answering & transferring calls via the Switchboard in a timely and polite manner
* Arrange car hire bookings
* Maintain a helpful & cheerful disposition always
* Provide training for on-site security guard and temporary reception staff
* Provide guest wifi accounts to onsite visitors
* Manage and maintain the shared reception and Helpdesk mailbox
* Arrange security appointments for staff access passes and manage the updates for existing access passes
* Allocate temporary passes & monitor returns
* Complete weekly reception checklist to ensure that all tasks have been completed
* Maintain reception handbook ensuring all processes are recorded and up to date
* Identify hazards and report through the appropriate channels (at least one per month)
* Managing outgoing and incoming archiving requests
* Help Desk management, logging and closing work orders
* Support the facilities team during periods of absence/holiday by receiving and logging facilities requests through the internal CAFM system, allocating tasks to onsite engineers
* Monitor and manage the facilities mailbox and phone extension for facilities request and ensuring all queries are directed to the correct team or logged on the in-house system.
* Log tasks on the in-house CAFM system and closing when complete.
* Allocating tasks to in house engineers.
* Monitoring for SLA failures and ensuring tasks are attended and completed on time.
* Managing the compliance system, E-Log books, uploading, monitoring and reporting.
* Ensuring we do not miss any SLA’s either on the CAFM system or E-log Books
* Maintaining PPM register and service visits and escalating where necessary.
* Managing the daily CAFM call with engineers, ensuring they have the info to complete their jobs.
* Raising Webquotes on the system, in direct relation to remedial works from reactive or PPM activities
Salary description
£22000.00 - £25000.00 per year