Operations Admin Support

7 months ago

Chiswick Park Station, United Kingdom St James Facilities Services Ltd Full time

Overall Purpose:
As an Operations Support Administrator working with one other, you will be permanently based at Chiswick Park. Chiswick Park is the home to some of the world’s leading companies and as such as high visibility with the client permanently based in the Park. You will be responsible for key administrative tasks linked to the seamless running of the Guest Experience Host Team, working closely with the Guest Experience Host Team Manager. In addition, you will also be a part of the Guest Experience Team in delivering exceptional customer service on an ad hoc basis.

**Responsibilities**:
❖ Work under pressure ensuring that all positions are filled and there are no gaps within the reception sites. There can be no exceptions.

❖ Understanding Deputy and how it operates. Monitoring Deputy to ensure all employees have signed in and signed out of Deputy on a daily basis. Call site and employees if they have not.

❖ Working closely with the HO Resourcing team every Morning, Monday - Friday, to ensure all positions are covered at Chiswick Park.

❖ Ability to deal with short notice requests in regards to annual leave, sickness and lateness within the rota and scheduling

❖ Liaising with senior members of management in ensuring fully trained staff are available and on-site as cover

❖ Ability to confidently deal with difficult situations with internal stakeholders

❖ Liaising with the Guest Experience Host team Manager in preparing and organising data, creating presentations and ad hoc reports

❖ Being responsible for populating the KPI’s indicators spreadsheet

❖ Keeping training matrix up to date

❖ Being responsible for training GEHT as and when required

❖ Morning visits to the reception team and support team in resolving any questions or queries

❖ Being the first contact person for GEHT

❖ Covering the reception as and when required,

❖ Being responsible for the event outlook calendar for the GEHT members and Line manager.

❖ To take full ownership and accountability of the reception and all associated areas, making sure that they are always kept in the best possible order, liaising with cleaners, facilities, maintenance and other departments as deemed necessary.

❖ Ensure the St James folder, manual, procedures, phone database are up to date. Delivering of monthly reports and appropriate FOH data as and when required.

❖ First point of contact for all guests, visitors, occupiers and clients to the building, as outlined in the St James Guide. Dealing with all questions and queries.

❖ Being responsible for meeting and greeting of all guests and visitors into the building and providing them with exceptional service. Standing to greet as a basic standard.

❖ To receive/answer calls promptly and efficiently, identifying the callers’ requirements and transferring calls as appropriate.

❖ Ensure the reception area is kept organised, clean and tidy at all times.

❖ Create, maintain and deliver accurate daily/weekly/monthly buildings reports/checklist, key management and H&S requirements

❖ Ensuring that the team are correctly attired and project a professional image at all times. ❖ Manage difficult conversations in a calm and professional manner.

❖ To maintain good working relationships with colleagues, clients as well as St James suppliers, with a can-do attitude.

❖ To act with integrity and in the best interests of St James, in a safe, complaint and ethical manner

❖ Adhering to St James and the Enjoy-Work policies and procedures

❖ Work within the framework ISO 9001 and 14001

❖ To fully understand and immerse within the Enjoy Work ethos. To be Extraordinary.

❖ Any other duties as deemed necessary to support the client, customer, colleagues and St James and also additional admin tasks.

Knowledge and Skills:
❖ Previous experience in administrative tasks

❖ Previous experience in delivering exceptional customer service essential

❖ Excellent command of the English language, both verbal and written

❖ Experience of using Microsoft Office, PowerPoint and Excel essential

❖ Exceptional interpersonal skills, flexible to work with a range of styles and personalities and according to business demands.

❖ Excellent punctuality, outgoing and a can do/proactive attitude

❖ Ability to work under pressure and problem solve

❖ Exceptional attention to detail

❖ Highly organised and able to multi-task

❖ Warm, friendly and approachable.

❖ Ability to be discreet

**Job Type**: Part-time

**Salary**: Up to £13.15 per hour

Expected hours: 30 per week

**Benefits**:

- Company pension
- Cycle to work scheme
- Private dental insurance
- Private medical insurance
- Referral programme

Schedule:

- Day shift
- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Ability to Reloc

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