Receptionist

4 months ago

Lincoln, United Kingdom Integral UK Full time

Receptionist

As a Workplace Ambassador at our Head office, you will direct, co-ordinate and escalate as appropriate any facilities related matters.

The Workplace Ambassador reports to the Facilities Manager and is the local point of contact, the focus is the customer experience.

The Workplace Ambassador has ownership of the Front of House services and is responsible for Reception, Switchboard and other site related duties.

They are responsible for providing support to ensure facilities services are provided in an effective, efficient and compliant manner.

Essential duties and responsibilities include (but are not limited to):

Customer Service

• Management of the Front of House services
• Greet, assist and direct candidates, new hires, visitors and contractors to the appropriate member staff
• Receive, direct and relay telephone, email and other queries
• Maintain the high standards of the Front of House and office areas, keeping them in good order
• Administration of parking spaces, allocating visitors spaces
• Arranging taxis for client, staff and visitors as requested
• Manage onsite meeting rooms arranging refreshments and hospitality requirements

Manage a number of inboxes and processes that support the business including travel requests from staff, internal purchase orders and general enquiries to the business

Site Operations

• Conduct daily meeting room checks
• Handle all incoming and outgoing mail including courier bookings
• Assist in coordinating the repair and maintenance of the site and office equipment
• Issuing ID and access badges for new hires, visitors and vendors
• Maintain the visitors sign-in book
• Monitors and ensures office housekeeping and cleanliness is delivered to highest quality
• Champion company office policies and procedures
• Reporting office recycling figures to JLL Work Dynamics
• Provide contractor management as required in the form of induction and monitoring whilst on site.

Additional Duties & Responsibilities

• Promotes a high level of satisfaction amongst end users by anticipating and promptly responding to their service requirements
• Gives direction on site to promote engagement and excellence in customer service and delivery
• Provide administrative support to the Facilities Manager, including internal and external compliance audit preparation
• Assistance with monitoring the delivery of all hard and soft services including reactive repairs, PPM works, direction and supervision of subcontracted services
• Acknowledges that the role of Workplace Ambassador reflects the company standards. Proper telephone, Front of House procedures and quality of service is essential
• Porterage activities ensuring deliveries are passed to their recipient without delay
• Maintaining supplies of stationery
• Re-stocking of office consumables
• Ordering of uniform for staff
• Visual site inspections
• Support emergency preparedness and crisis planning, following all emergency and evacuation procedures
• You may at times be asked to assist with Company projects such as mobilisation and TUPE administration
• Ad-hoc cleaning required (dishwasher, coffee machine cleans etc)

Essential Qualifications/Experience 

  • Previous experience in a similar role
  • Proficiency in Microsoft Office Suite
  • Good organisational and interpersonal skills


Desirable Qualifications/Experience  

  • Customer service
  • Business administration
  • Use of CAFM systems (Maximo)
  • Knowledge of FM practices & procedures

Core Hours:

Monday - Friday 8am – 4:30pm 

Full Time office based position 

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