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Guest Services Coordinator

2 months ago

Glasgow, Glasgow City, United Kingdom AECOM Full time
Job Description

As a Guest Services Coordinator, you will play a pivotal role in creating a welcoming atmosphere that reflects the company's commitment to exceptional service and professionalism. Your enthusiasm for delivering outstanding experiences will be essential in a dynamic and fast-paced environment. You will be the first point of contact for guests, ensuring they receive a warm and professional greeting from the moment they arrive.

Key Responsibilities

Reception Duties:

• Manage daily visitor and meeting bookings, ensuring all necessary arrangements are in place, including room setups and hospitality services.

• Facilitate a seamless sign-in process for visitors by pre-registering them in the office systems and providing relevant pre-arrival information.

• Welcome guests upon arrival, assist with the sign-in process, and conduct health and safety briefings.

• Oversee the access control system, issuing keys or passes to authorized personnel and reporting any security concerns immediately.

• Provide essential services such as WiFi access, refreshments, and cloakroom facilities as needed.

• Communicate guest arrivals to the appropriate team members promptly, ensuring timely escorting to meeting areas.

• Keep waiting guests informed of any delays and ensure their comfort during their wait.

• Escort visitors to designated areas and offer refreshments as required.

• Coordinate hospitality lunches and refreshments for meetings.

• Serve as the primary point of contact for all guest inquiries, including local recommendations and travel assistance.

Telecommunications & Mail Management

• Efficiently handle incoming calls, directing them appropriately and taking messages as necessary.

• Manage incoming and outgoing mail and courier services, ensuring timely delivery and collection.

• Maintain the post room and franking equipment, ensuring efficient operation.

Office Management

• Ensure the reception and lounge areas are tidy and well-stocked with refreshments.

• Conduct regular checks of meeting rooms to ensure they are set up correctly and equipped with functional AV technology.

• Maintain an organized workspace, including desks, meeting rooms, and back office areas.

• Report any technical issues or maintenance needs through the appropriate channels for prompt resolution.

• Ensure authorized contractors have the necessary access to the building while managing unexpected visitors appropriately.

• Order office supplies as needed.

Systems Management

• Utilize the office booking tool to manage external meeting room schedules and resolve any conflicts professionally.

• Act as the local contact for the Office Sign-In system, ensuring smooth visitor management.

• Maintain proficiency in travel booking systems and office management tools to assist colleagues with their needs.

Safety Training

• It is desirable to have First Aid and Fire Marshal training, with the ability to fulfill these roles as needed.

• Hold a food hygiene certificate and ensure compliance with hygiene standards in food service areas.

General Duties

• In medium-sized offices, this role may encompass elements of the Assistant Office Manager position as agreed upon with the Office Manager.

• Assist the Office Manager in monitoring and responding to office mailbox communications.

• Support preparations for special meetings and events.

• Maintain confidentiality regarding all company, client, visitor, and guest information.

• Provide administrative support to the Office Manager and the Office Management Team as required.

Qualifications

• Ability to work under general supervision while exercising sound judgment.

• Strong interpersonal, verbal, and written communication skills, along with excellent organizational abilities.

• Proven experience working collaboratively within a team environment.

• Proficiency in Microsoft Word, Excel, and Outlook.

• Previous experience in a similar role is preferred.

Preferred Training and Qualifications

• First Aid at Work certification or equivalent.

• Level 1 (or 2 if applicable) food hygiene and safety certification or equivalent.

• AECOM Fire Marshal training.

• AECOM lone worker training.

• AECOM Switchboard training.

About AECOM

AECOM is a globally recognized infrastructure consulting firm, providing a wide range of professional services throughout the project lifecycle, from advisory and planning to design and engineering, as well as program and construction management. Our clients, both public and private sector, rely on us to address their most complex challenges across various sectors, including transportation, buildings, water, new energy, and environmental services. Our teams are united by a shared mission to deliver a better world through our unmatched technical and digital expertise, a commitment to equity, diversity, and inclusion, and a focus on environmental, social, and governance priorities.

Opportunities for Growth

At AECOM, we offer flexible work options to support your best performance, whether you are working from an office, a remote location, or a client site. You will thrive in a dynamic environment that values integrity, entrepreneurial spirit, and innovative thinking.

Join us in fostering a culture of equity, diversity, and inclusion, where every individual is encouraged to bring their unique talents and backgrounds to create impactful outcomes for our clients.

AECOM provides a comprehensive array of compensation and benefits programs to meet the diverse needs of our employees and their families, along with a robust global well-being program. As a trusted global infrastructure firm, we are committed to your growth and success.

As an Equal Opportunity Employer, we believe in the potential of every individual and are dedicated to helping you achieve your career aspirations.

All information will be kept confidential in accordance with EEO guidelines.