Workplace Host

Job Summary:
This role is Part-Time, 20 hours per week: Monday - Thursday, 12 - 5pm.

This position is responsible for performing various administrative tasks, including supporting and coordinating activities related to delivery of workplace experience services for clients, answering telephones and giving information to employees and guests; often the first point of engagement with employees and visitors. Responsible for making a good first impression for the organisation, which can affect the organisation's success.

Essential Duties and Key Responsibilities:

- Greets employees and announces clients, applicants, and visitors. Arranges escorts as needed. Issue’s visitor passes and validates parking
- Assists with scheduling and preparing meeting and conference rooms. Coordinate’s setup of conference/meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition ahead of meetings. Arranges video and/or web conferencing as needed
- Provides personal services to employees and guests such as arrangement of local transportation, office wayfinding, lobby appearance management, visitor volume tracking & reporting, visitor refreshments, meal orders, guest & administrative support (preparation of meeting materials), and other services as needed.
- Coordinates catering for meeting and events
- Maintains neat appearance reception area, conference rooms café and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed
- Assists the Workplace Experience Team and CBRE community with general administrative support including all mail services, event management, desk booking, bike locker management, etc. Requests building and/or equipment services as needed
- Assists with the CBRE community on-boarding process, including new employee orientation, training, equipment and software ordering - workflow assistance and welcoming procedures and first day orientation management
- Provides administrative support including meeting coordination, office and workplace experience equipment care, and supply management
- Responds to community requests and complaints regarding Workplace Experience services
- Ensure safety standards are met by those delivery workplace experience services; whether CBRE employees or third-party service providers, assisting with logging hazards on the CBRE system.
- Manages facilities and office requests, follow up on all request upon completion and escalate recurring issues
- Manage reception stock and ensure system is in place to ensure optimum levels
- Sort and deliver mail, internal correspondence, courier deliveries and packages
- Collect, weigh and frank out bound mail in line with agreed procedures
- Record details of outgoing courier packages in agreed procedures and ensuring no item goes over 24 hours without escalating to the Workspace manager
- Any other task suitable and agreeable within scope

Site Specific:

- Promptly and efficiently deal with telephone calls in a welcoming positive manner
- Courteously greet and interact with visitors to the premises in line with host
- Setting up meeting rooms including any AV equipment
- Arranging hospitality and arranging catering
- Deal with any enquiries in a prompt and efficient manner
- Anticipate needs and offer assistance wherever possible
- To immediately raise any health and safety concerns to your manager or team leader
- Have ownership of designated floors and the surroundings areas to ensure best work experience each day
- To book on and off each day ensuring good time management and reporting to the workplace manager if running late
- Carry out daily floor checks when on the early shift to maintain visual standards throughout the building to ensure all areas are prepared.
- Collaborating with Maintenance and Helpdesk to ensure timely reporting and closing out of tickets and jobs.
- Monitor housekeeping within the office space, collaborative areas and meeting rooms (both focus and bookable) to ensure house rules are followed
- Fostering a team spirit on site via daily TeamBoards meetings to ensure all departments are communicating to each other around key times or events (Meeting room Set up’s for example)
- To be an ambassador for HOST app using the technology to support manging the floors as well encouraging Zurich personnel to use daily
- Report health and safety hazards and raise tickets to both facilities and IT related Helpdesk
- Involving some manual handling of boxes of paper and files for which appropriate training will be provided
- Maintain contents of stationery cupboards within Post Room for topping up when needed
- Conduct daily preventative maintenance checks on photocopiers and other office equipment

Communication Skills:
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying qu