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Facilities Management Assistant

2 months ago

Liverpool, Liverpool, United Kingdom CBRE Full time
Job Summary

We are seeking a highly organized and customer-focused individual to join our team as a Front of House Operations Coordinator. This role will be responsible for managing front of house operational activities for one or more properties, providing a full reception service to clients and internal customers.

Key Responsibilities
  • Visitor Management: Take control of the visitor management process, directing visitors to the appropriate location in the event of an emergency.
  • Client Requests: Actively respond to client requests when logging a departure, ensuring all processes undertaken are aligned to the location's specific operational standards.
  • Meeting Room Management: Effectively manage the meeting room booking process, receiving bookings, arranging client catering and AV requirements, and ensuring rooms are set up and cleared down as needed.
  • Client Space Management: Maintain the client space, ensuring meeting rooms, client reception, and restrooms are maintained at an appropriate level in accordance with agreed standards.
  • Process Improvement: Continuously challenge processes and practices to seek improvements in customer service performance.
  • Customer Care: Promote a customer care ethos, ensuring high-quality facilities and administrative services are delivered to internal and external customers.
  • Safety Management: Administer safety management system records relevant to all health and safety matters, and organize/maintain filing systems as allocated.
  • Contract Management: Undertake operational management of contracts and contractors related to facilities management, ensuring regular communication and escalating issues as needed.
  • Help Desk Management: Receive, log, and action help desk calls, managing workflow and escalating to management when required.
  • Financial Management: Monitor and administer local budgetary and procurement systems as may be required.
  • Administrative Support: Assist CBRE Management in developing initiatives and systems, and provide comprehensive administrative support as needed.
  • Research and Project Work: Assist in undertaking basic research and project work as determined by CBRE Management.
  • Reporting: Provide monthly room usage and recharge reports as requested by CBRE Management.
  • Team Support: Provide support to the Building Manager when needed to help manage sickness, holidays, and general absence.
Requirements
  • Administrative Experience: Previous experience working within an administrative/receptionist role within a facilities management environment or similar.
  • Customer Service Skills: Excellent customer service, interpersonal, and communication skills.
  • IT Literacy: IT literate with an understanding and experience of industry-specific IT applications.
  • Initiative and Teamwork: Ability to work on own initiative, in a team, and within a pressurized environment.