Receptionist/Facilities Coordinator

Company Profile CBRE is the global leader in real estate services and leverages the industry\’s most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. Globally we employ over 100,000 employees and operate in 48 countries. Job Title: Receptionist/Facilities Coordinator CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Facilities Coordinator to join the team located in Longbenton, Newcastle. The successful candidate will be responsible for providing the operational delivery of all Facility Management services. Hours of Work: Monday to Friday 7.15am – 3.45pm (Full-Time) Monday to Friday 11.00am – 7.30pm (Full-Time) Alternate shifts every other week Key Tasks Manning the reception desk and carrying out reception duties. Meet and greet internal and external customers to site. Issuing visitors passes and lanyards To issue and manage keys via the procedure on site. Ensure that keys are controlled correctly and carry out checks on site keys for the Facilities manager Assist the site team with ad hoc requests and reactive works. Assist the site technician with any works requested as and when necessary Ensure the provision of a safe & healthy working environment, and ensure compliance with all Company policies and procedures, as well as client site policies, procedures and working arrangements, as required. Provide high level of customer service of reception ensuring guests and staff are welcomed onto site with a warm welcome.. Carry out daily walk rounds ensuring the site is tidy and well maintain, be pro-active in reporting any issues or topping up supply levels. Managing meeting rooms setups are arranged ahead of time. Support in making bookings where needed. Booking in visitors and guests onto site. Ensure visitors passes are accounted for and control the removal and addition or staff passes etc on the access control system Manage the car parking portal for staff/visitors and contractors. Help with events that take place and ensure subcontractors are working in accordance with their RAMs. Issuing out ATW and conducting DRA and BRR, ensure logbooks are up to date and that the other receptionist is carrying these works to CBRE policies. Ensuring all reactive jobs are logged on Si7 and closed out in a timely manner. Book in sub-contractors for both PPM and reactive tasks, receiving and reviewing service report sheets, ensuring all documentation is uploaded to relevant shared drives and Elog Books. Update sub-contractor\’s files and logbooks to be audit ready. Inclusive of updating clients and CBRE shared drive with compliance certificates Creating and issuing new passes for staff on site. Assist with completing reports which are submitted to the client. Person Specification Knowledge and awareness of the facilities management industry. Strong PC skills, MS Office. Good administrative skills. Well organised and good prioritisation and planning skills Ensuring that all FM services are delivered in a confident and efficient manner. Practical experience in working with supply partners. Customer services experience and the ability to communicate at all levels