Job Description

The successful candidate will be proactive and to provide professional, customer focused day to day 'hands-on’ support based at our prestigious client site offices. To take personal responsibility for managing and working closely with the extended team in the operation and administration of day-to-day workplace services. To ensure all related workplace services perform in accordance with the agreed specifications and service agreements whilst maintaining a clean, safe, and productive working/business environment for clients and customers. The jobholder must be able to think and respond quickly to any given situation and therefore will be expected to demonstrate a common-sense approach, customer service skills, flexibility and an understanding of the firm’s business needs.

DUTIES AND RESPONSIBILITIES:

• Work collaboratively within the One Team to ensure the office services operate as expected on a day-to-day basis whilst adopting a proactive and 'hands on’ approach
• Ensure the business team follows the Firm’s Security Policy in locally managing access to the office and adherence to clear desk policy
• Ensure office reporting is carried out in a timely manner and mandated daily or regular checks are carried out
• Acting as key point of contact for all staff who request the services provided or enquire about anything to do with facilities or the office in general
• Meet with the building management team on a regular basis to ensure the clients’ interests are represented
• Have a full understanding of the front and back of house activities, working as part of the team and undertaking these duties on a day-to-day basis.
• Maintaining the general quality feel of the office by liaison with the appropriate support functions and by regularly walking the floors to ensure standards are maintained.
• Dealing appropriately with all mail and packages delivered to the office.
• Provide courier booking services to the office.
• Records management, manage the onsite client files similar to a library lending service
• Reprographics related requests such as printing, laminating, wire binding and scanning
• Performing regular clear desk sweeps
• Update, implement and adhere to the firm’s security procedures.
• Monitor and report any faults with our client’s access system to the system provider and escort/assist the contractors as required whilst in the office.
• Prepare, sort, and distribute internal information e.g., audit and notice board information.
• First point of contact for all staff, issuing visitor badges, locating, and notifying host, keeping client informed.
• Liaising closely with landlord security teams to ensure consistency of standards and a professional image are maintained across the Welcome areas.
• Monitoring the meeting room diaries /databases & prioritizing meetings.
• Prepare refreshments for meeting rooms and place refreshments/catering in rooms in conjunction with supplier partners.
• Meeting room maintenance - check and clear rooms on an ongoing basis, ensure that rooms are correctly laid out and are clean / presentable prior to each meeting.
• Ensure video conference equipment is operational prior to customer use, report faults and complete reports as required.
• Developing and maintaining an awareness of staff and their needs.
• Liaison and follow-up with appropriate contacts on the resolution of problems (e.g., cleaners, vending, etc.), escalating unresolved problems where necessary
• Assistance with fire and bomb evacuation procedures
• Provide a focal point for the wide range of support services on practice (internal) floors and should be seen by floor occupants as a customer focused and a “fixer”.
• Develop good relationships with staff, partners, and other service partners to ensure the optimum service provision whilst providing an interface to all services.
• Maintain the integrity of the firm's security – liaise with on floor risk managers to secure compliance and adherence to client confidentiality
• General upkeep of the floor - Be proactive in the identification and resolution of problems identified during floor walks and discussion with users.

Required Knowledge, Skills, and Abilities

• The ability to build relationships with customers and communicate effectively at all levels
• The ability to demonstrate a customer focused and "Can do" attitude with clarity of vision, sound judgment and good priority skills are fundamental requirements
• To be proactive, self-motivated and understand the parameters of the role and refer issues upwards
• Strong technical ability and proven IT skills
• Excellent prioritization, time management and organization skills
• Proven delivery of accurate and thorough work
• Proven reliability in customer service and problem-solving skills
• Good communication skills (verbal and written) with the ability to liaise confidently and professionally at all levels
• Follow instruction effectively asking for clarification as necessary
• Strong attention to detail – provides a high standard of work to the client’s satisfaction. Take care when completing work assignments and ensure the quality is always high
• A basic knowledge in the use of AV equipment and Video Conferencing and ability to arrange appropriate technical assistance as and when required
• Strong influencing and team working skills, able to build and maintain trusting relationships with both colleagues and clients promoting and embracing change
• You will ideally have prior work experience (from an administrative background within a corporate or professional services environment)
• Experience in client service delivery would be an advantage
• Client focused – must be professional, friendly, proactive, enthusiastic, flexible, and always demonstrate an excellent customer service attitude