· Ensuring that all phones are answered according to the CEO SUITE script and within three rings.
· Greeting all clients in a professional manner with a smile and offering tea or coffee as applicable.
· Taking messages for clients as they require: straight onto their phones, via voicemail or written and convey the
messages accordingly.
· Ensuring all records are updated when necessary and that new info is updated as soon as details of a new Virtual
Office or Office client are received. Ensuring all relevant forms are set up for new clients and for all clients on your
floor including programming of clients' account code.
· Keeping CEO SUITE brochures at the Reception and presenting them to prospects during sales tour. (To update
Daily Report with special instructions on a daily basis and ensure each evening, the CM & EA are issued with a copy)
· Ensuring reception is aware of clients’ movements for each day and any instructions throughout the day are
communicated to all team members.
· Arranging couriers and taxis, restaurant reservation, hotel accommodation for clients and CEO Suite management
team ensuring that the client’s company name is given as reference and completing billing slips.
· Ensuring all cleaning or handyman issues are written into the appropriate books.
· Ensuring any complaints or compliments are written on the Complaint/Compliment forms each day and passed to
the MANAGER OR CM. Additionally ensuring the CM is immediately made aware of any problems and that these
are dealt with as soon as possible.
· Taking bookings for the meeting room, V/C and visiting, walk-in clients and ensuring that all entries are
accurately entered into the system at the end of the day including all additional services. - Notify the Office Asst.
of any catering requirements and together arrange all necessary catering. Ensure any additional equipment
requested is also put into the room.
· Ordering all stationery on behalf of clients and the centre, taking inventory and tidying stationery cupboard and
liaising with clients and the stationery supplier to ensure timely delivery. Ensuring time sheets are accurately
completed.
· Ensuring all clients receive an exceptional standard of service at all times.
· Undertaking fire warden and possible first aider duties.
· Ensuring reception is kept tidy at all times and that all lists and forms are kept in an order that can easily be
followed by other team members who may be covering your reception. Ensuring anyone covering your reception
receives a proper handover.
· Helping out in any other area of the business centre and covering on all other receptions as and when required.
· Closing of Boardroom, Courier, and Incoming/Outgoing Mail.
· Checking of ladies toilet accessories supplies like, hand cream, hairspray, shoe polish, eau de toilette and ensure
that arrangements are made to have them replenished regularly. In this case, Office Asst. may be deployed to
assist but under your close supervision please.
· Upselling of services / Sales Activities
TARGETS AND ACCOUNTABILITIES:
· Consistently attend to work and arrive on time.
· Work independently and shall always manifest grace under pressure.
· Takes full responsibility and accountability of the action done in the work place.
· Be mindful with meeting the monthly sales target.
· Follows policies, rules, regulations and procedure as set by the management.
· Supports CEO Suites’ values, objectives and goals.
· At all times observe proper channel of communication.
· Adherence to the CEO Suites’ quality standards
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