Facility Coordinator Front Desk
3 weeks ago
Facility Coordinator (Front Desk)
Berkeley square (full time in office) 8:30-5:00
Full time, Perm
28k
The role is based at an international customers occupancy in a multi-tenant building in London Mayfair area. The Facility Coordinator will be based on the reception desk and perform a number of key customer-facing, meet & greet and general office administrativesupport roles. The post holder will be well presented, extremely organised, punctual, well spoken, IT literate and fluent in English Language. Gulf Arabic language speaker would also be advantageous.
CORE DUTIES
- Front desk / reception duties
- Assist client representatives with general administrative support
- Manage selected staff diaries and calendars to coordinate meetings and appointments
- Drafting letters, correspondence & reports
- Organising selected staff travel arrangements
- Reception & front of house duties such as call handling and transfer
- Visitor booking and arrival notification to host
- Stocks, supplies & catering hospitality orders
- Raising and following up on work orders with vendors
- Approval, verification, and processing of vendor invoices
- Accessing corporate IT systems and updating details as needed
- Maintain highest level of customer satisfaction index by continuously meeting commitments for quality standards
- Monitor and manage office workplace to highest standards
- Collect and distribute incoming mail and arrange outgoing mail / messenger / courier services
- Fault reporting and organising repairs with the maintenance company.
- Event management and coordination of event services
- Monitor room bookings ensuring rooms are serviced between meetings
- Fire marshal duties in evacuation situation
- Oracle finance system (training provided)
- Supporting in-office events and business functions with VIP guests (will require unpaid
- overtime)
- ? Prepare daily or weekly visitors reports for the client via booking system (training
- provided)
- Print/issue ID card for permanent staff and visitors.
- Maintain a user friendly filing and document control for recording and tracking of all documents.
- Attend meetings and keep records of proceedings on behalf of the team if needed.
- Prepare and coordinate data and approvals starting from RFQ, Quotations, for online purchases and non online.
- Assist the team with providing the required documents for the monthly report.
- Arrange meeting, inductions, and associated
- Perform any other duties required to support the team, activities and overall strategic
- directions and in order to ensure smooth flow of operation
COMPETENCIES
- Identifies customer needs and consistently meets or exceeds them
- positive and helpful when communicating with customers
- Takes responsibility for developing relationships with key customer contacts
- Projects a helpful, presentable, professional image
- Communicates effectively, clearly and concisely avoiding jargon
- Technology savvy
- Demonstrates self-motivation & initiative
- Effective time management, prioritisation & delivery of tasks / diary management
- Calm under pressure
- Reliable timekeeping and attendance
- Ability to work independently and in a team
Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.
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