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LRE Guest Services Coordinator

2 months ago

Oxford, Oxfordshire, United Kingdom Lucy Group Ltd Full time

Internal Job Title:
Guest Services Coordinator Business:

Lucy Group Ltd

Job Purpose:
We are looking for a motivated individual to join our team at Lucy Group Ltd.

This position will serve as the primary point of contact for all guests visiting our office, assisting incoming callers and visitors to ensure they receive prompt and effective service.

The successful candidate will not only perform reception duties but will also provide additional administrative support to the office leadership team.

The ideal candidate will be a proactive and driven individual, dedicated to facilitating the delivery of essential services within the office environment.

They should have relevant experience in supporting facility operations, a solid understanding of health and safety protocols, and a proven ability to manage a diverse and busy workload with competing priorities.

They will possess exceptional customer service and communication skills, be highly dependable, and demonstrate a confident, self-starting attitude.

Business Overview:
Lucy Group Ltd is a property management and leasing company.

With a strong commitment to sustainable living, we oversee and manage a substantial portfolio of rental units, catering to a diverse tenant base.

As one of the prominent private landlords in the region, our properties—including residential spaces, commercial offices, and agricultural land—are managed in-house, ensuring a high standard of service for all tenants.


Job Context:

In this role, you will collaborate with the Real Estate team to manage our front-of-house operations and support the business's operational and administrative needs.

This position offers the opportunity to engage with visitors and foster relationships with the broader Lucy Group Ltd team.

Strong interpersonal and communication skills are essential, along with a positive, can-do attitude.

Job Dimensions:

This is a full-time position, requiring 37 hours per week, with a schedule of Monday to Thursday from 9 am to 5 pm, including a half-hour lunch break, and Friday from 8:15 am to 4:15 pm, with an hour for lunch.

The role reports to the Operations Manager.

The reception and helpdesk team will share responsibilities for covering breaks, scheduled holidays, and unexpected absences. Key Accountabilities:

- Maintain a clean and organized reception area, ensuring it is free of obstructions at all times.

- Provide a professional switchboard service to incoming callers, ensuring calls are handled efficiently.

- Greet visitors and clients in a professional manner, adhering to all health and safety protocols, including visitor logging and pass issuance.

- Assist in managing the key cupboard and maintain accurate records, coordinating with maintenance personnel and the property management team.
- Process rental payments from tenants.
- Handle incoming and outgoing mail, including signing for urgent deliveries, franking, sorting, and distribution.
- Organize visitor parking in coordination with the Facilities Manager.
- Prepare meeting rooms for guests, arrange refreshments, and coordinate lunch orders with external caterers.
- Conduct regular audits of shared meeting spaces and replenish supplies as needed.
- Order office supplies and refreshments, ensuring all storage areas are well-stocked.

- Manage and issue security passes for staff and contractors, keeping the security database updated.

- Maintain a record of and issue parking fobs to employees as required.
- Organize files and maintain records, both digital and physical.
- Communicate with colleagues and clients via phone, email, and traditional mail.
- Generate purchase orders using the internal system.
- Support the management of office service contracts and maintain internal documentation.
- Operate office equipment, such as fax machines and projectors.
- Prepare presentations and documents, ensuring accuracy in grammar and spelling.
- Assist in planning events for employees, stakeholders, and tenants.
- Manage scheduling, appointments, and provide administrative support to business leaders.

- Perform any other ad hoc duties as required. Qualifications:

- Experience in a fast-paced customer service environment.

- Familiarity with switchboard operations.
- High level of literacy and numeracy, with A-Level or equivalent qualifications.
- First Aid training (or willingness to complete training).
- Fire Marshall training (or willingness to complete training).
- Proficient in Microsoft Office applications (Word, Outlook, Excel).
- Strong typing and secretarial skills. Behavioral Competencies: - Confident self-starter.
- Ability to work independently and as part of a team.
- Customer-focused approach.
- Excellent interpersonal skills with a positive, can-do attitude.
- Highly organized.
- Integrity and ability to maintain confidentiality.
- Strong multitasking abilities.

We look forward to receiving your application and discussing this opportunity further.