Reception/Facilities Services Support

2 weeks ago


London, United Kingdom Publicis Re:Sources Global Full time

Job Description

To provide world class guest experience to all stakeholders in our clients’ business, including visitors, clients, community members and internal stakeholders.

To ensure that you know and understand the daily work schedule/rota so that you are fully conversant with your expected duties To answer and transfer calls according to the Publicis telephone procedure To ensure that all Clients/Guests are welcomed appropriately and attended to in a professional manner from the moment they arrive and throughout their journey until we say farewell. Assist with helpdesk requests by liaising with different departments and brands to ensure the buildings are running smoothly with few disruptions To ensure that your workspace is kept free from personal belongings and clutter at all times To present yourself in a professional manner at all times Book/ update all meeting rooms, and hospitality requests into Outlook and use the hospitality form – ensuring compliance is followed at every juncture when required (LMS duties). Flexibility on shifts, patterns, work methods and departments to help ensure the smooth running of the site ensuring you are an advocate for Publicis and the clients To liaise with pantry, post room and other departments to ensure the smooth operation of the department Ensure passes are prepared for every pre-booked guest Keep visitors informed/updated of any delays with their host Maintain an updated ‘VIP’ and key information of Publicis senior executives and Directors Maintain and update reception manual around procedures, who’s in the building, key responsibilities, and duties To assist other facilities' service lines when required. To carry out any reasonable management request. To work reasonable amounts of overtime provided notice is given To ensure health and safety compliance with policies, systems and procedures in place for Sodexo and Publicis. To be flexible to work in other Publicis central London locations where required Every guest that enters reception leaves feeling they received a warm welcome and farewell they were assisted throughout their journey within the building. Every pre-registered guests have badges prepared and contact details for the host and their special instructions are captured so the guest experiences a seamless journey through the reception Answering calls coming through the switchboard and redirecting as appropriate within the agreed SLA timeframe Monitoring inbox for any meeting room, hospitality requests and guest register to ensure we can assist and solve any requests within a timely manner as agreed in the SLA timeframe Cover for the Publicis LMS services when required. Fire warden and first aider

Qualifications

Previous experience in Corporate Service Reception or Hotel Reception (6 months minimum) Meeting room booking systems – specifically Outlook Microsoft Teams application/ systems Hospitality services Excellent communication skills with a keen eye for attention to detail Enthusiastic with a ‘can do’ attitude Calm under pressure Customer focused with the ability to understand the needs of a client/visitor Self-motivated and able to think ‘outside of the box’ in order to deliver a ‘best in class’ service Positive approach to learning in role and identifying own training needs as appropriate Self-motivated and able to work on own initiative within a team environment Dealing with complaints whilst maintaining a professional outlook and positive attitude Exceptional organisational skills Able to work flexibly in accordance with business needs and within the wider Puiblicis team. Committed to ‘getting’ the job done without compromising service levels and professionalism

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