Concierge Team Leader / Receptionist
Work Dynamics - Integrated Facilities Management
Customer Services/ Guest Management
- Welcoming all visitors to the client office
- Notifying departmental EA’s and/or meeting host of their guest’s arrival
- Coordinating with building lobby and other reception desk
- Coordinating with Catering team as and when needed / arranging catering for local meetings / events
- Receiving, fielding and re-directing internal and external calls
- Provide best in class client service support and customer experience
Conference Room Management
- Proactively managing bookings and resolving meeting room conflicts via EMS /Book-It system
- Creating and running daily reports from EMS / Book-It
- Liaising with other IT and Global Corporate Services (GCS) functions to ensure meetings run smoothly
- Performing daily room checks of all conference rooms; reporting any issues by creating Corrigo/ SNOW tickets and monitoring until issues are resolved
- Ensuring the reception area & meeting room is clean and tidy at all times
- Reporting facilities issues (e.g., broken / worn furniture, blown light bulbs, dirty floors, carpets, walls etc.) immediately. Raising SNOW/ Corrigo tickets, and following up until these items are resolved
- Ensuring newspapers, magazines and publications are current and neatly displayed
- Ensuring wardrobes are empty of debris, and free and clear to accept guests’ coats and luggage
Resources Management
- Manage the receptionist and ensure smooth daily operation at the concierge counter
- Arrange reliever when receptionist is on holiday or urgent leave
Event Management
- Assist Regional catering team with local events
- Arrange technical support to fulfil event host’s venue requirement
- Arrange pantry attendant for set up cutlery
Office Administration Tasks
- Expenses and Invoice Management
- Mail / print services (including stationary inventory management)
- Subscription services
- Courier management
- Physical Records Management
- Confidential Waste Management
- Facilities Management requests and FM ticket creation and tracking ensuring tickets are actioned and closed
- Pantry services management
- Security requests and monthly access report management
- BMO & Cleaning requests including pest control
- Proactively ensure smooth team operations and effective collaboration which includes enhancement of timeline to achieve KPIs
- Collaborate with internal/external stakeholders to day-to-day activities
- Support Facilities Manager as the first contact of escalation from Concierge Service when clients’ feedback arises.
