Workplace Experience Assistant

Workplace Experience Host
Job Summary:
This position is responsible for performing various administrative tasks, including 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 organization, which can affect the organization's success.
Responsible for all administrative/reception needs including but not limited to managing calls and calendar scheduling.
Essential Duties and Key Responsibilities:

• Greets employees and announces clients, applicants, and visitors. Conducts guest registration through badging software. Arranges escorts as needed. Issues visitor passes and validates parking
• Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. 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, storytelling & building tours, 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 caf 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.
• 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
• Any other task suitable and agreeable within scope

Site Specific:
Reception

• Promptly and efficiently deal with telephone calls in a welcoming positive manner
• Take and pass on accurate messages as required using multiple technology's (Email, Skype)
• Courteously greet and interact with visitors to the premises in line with host
• Deal with any other reception duties as required
• Manage room and hospitality bookings

Hospitality

• Setting up meeting rooms
• Arranging hospitality
• Organising catering
• Diary management and planning
• Responsible for opening and locking up the pantry

Customer service

• 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

Communication Skills:
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Financial Knowledge:
Requires good knowledge of financial terms and principles.
Strategic and Interpersonal Skills:
Ability to solve problems and deal with a variety of options in complex situations.
Additional Skills:
Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.
Results oriented - ability to achieve business goals, with a concern for working well, surpassing standards of excellence and passion for challenges. Customer focussed - develop strong customer relationships by listening to and satisfying customer needs. Drives accountability - ability to establish clear, measurable goals, taking ownership of responsibilities and commitments to those goals and moving others to responsibility for their goals
Qualifications / Experience / Professional Memberships:
Degree or qualifications at further education level preferable
A minimum of 1 - 2 years related experience (e.g. Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is preferred.
Experience in facilities management and/or dealing with suppliers/contractors beneficial