Facilities Assistant Receptionist

5 months ago

Tower Hamlets, United Kingdom Omega Recruitment Group Full time

Temporary role (6 months +)

Tower Hamlets

**Job Summary**

To effectively support and proactively manage assigned sites, it is essential to ensure that they adhere to service requirements by offering high-quality customer service, handling front-of-house and reception services, and maintaining the main building. The goal is to anticipate customer needs and address any challenging situations that may arise to ensure the safety of staff and customers, as well as to maintain and improve customer standards. Additionally, providing a range of routine facilities management support services for assigned buildings while complying with established corporate standards and ensuring that health and safety regulations, fire safety requirements, first aid, and other legal obligations are met are key responsibilities.

Job description
- To actively engage and support customers by providing guidance and assistance as needed in the front of house/reception area. Adhere to corporate guidelines, FM procedures, and standards for welcoming and managing visitors and customers.
- Provide information about Council Services and handle the receipt of documents, parcels, and deliveries by signing for them when necessary.
- Offer administrative support for the effective operation of building services, which involves using Microsoft for simple reports and TF Cloud for other tasks.
- Set up meeting rooms, including multimedia equipment, and report any issues to management, ICT, and Helpdesk.
- Ensure that corporate occupancy standards are met and support the workspace by maintaining multi-function devices, cleaning services, and logging maintenance tasks. Complete reactive tasks allocated by the Helpdesk and review TF on Cloud.
- Provide opening and closing services for assigned buildings within agreed corporate hours or as needed for clients.
- Maintain security in assigned buildings by monitoring CCTV equipment, responding to panic alarms, and ensuring that unauthorised persons do not enter.
- Escort unruly visitors out of the premises with the help of the police and issue ID cards. Assist authorised contractors in working in assigned premises to ensure compliance with Health & Safety requirements and relevant standards.
- Assist in maintaining compliance with monitoring and contract specifications by restricting access to the site only to those with appropriate permissions, permits, and passes. Complete proactive building checks and inspections, report issues to Helpdesk, and follow through until resolution.
- Participate in fire and bomb evacuations as directed and contribute to the safe management of building evacuations.

Knowledge Good working knowledge of the principles of Facilities Management. Working practice of legislation governing Health & Safety. A well-developed knowledge of office systems, including packages such as MS word, Excel, MS Outlook and databases. At least 3 years experience in delivering a front line reception service face to face. Qualifications & Experience IWFM or level 2/3 equivalent, or be actively committed to achieving this where qualified by experience. Having a high level of excellent customer services skills including face to face service to customers. Excellent oral communication skills including an ability to communicate clearly and succinctly.

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