Facilities Administator
Work Dynamics - Integrated Facilities Management
Reception Job Description:
The reception team provides a critical function within the organization. They are the first point of contact for our guests. These first impressions are key to setting the scene for a positive office human workplace experience, delivering world-class and seamless customer service.
Call Management
- Receiving, fielding and re-directing internal and external calls
Guest Management
- Welcoming all visitors to the office premises.
- Notifying departmental EA’s and/or meeting host of their guest’s arrival
- Coordinating with building lobby and other reception desk
- Coordinating with Dining Services team as and when needed / arranging catering for local meetings / events
- Creating and running daily reports from EMS / Book-It
Conference Room Management
- Proactively managing bookings and resolving meeting room conflicts via EMS /Book-It system
- 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 tickets and monitoring until issues are resolved
Office Premises Knowledge
- Receptionists will need to gain an understanding of so they are able to engage in passing conversation with guests or when fielding questions from callers
Receptionists must become adept at recognizing key business unit leaders and corresponding EAs and learning any preferences in relation to call forwarding or guest greeting, escorting and delivery.
Physical Reception Areas
- Ensuring the reception area is pristine, clean and tidy at all times
- Reporting facilities issues (e.g., broken / worn furniture, blown light bulbs, dirty floors, carpets, walls etc.) immediately. Raising 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
Facilities Administrator responsibilities:
- Assist with office relocation project
- Assist with the events in the office
- Mail / print services (including stationary inventory management)
- Subscription services
- Courier management
- Physical Records 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
- Expenses and Invoice Management (Finance)
- BMO & cleaning requests, pest control, M&E services
Qualifications:
- Excellent communication skills (both oral and written)
- Proven track record on a busy reception desk with exceptional attention to detail
- Excellent organizational and multi-tasking skills with the ability to prioritize tasks
- Courteous and cooperative
- Able to work independently
- Client-oriented and exceptional customer service skills with the ability to anticipate requests
- Honest and discreet
