Guest Relations Host (12 Months FTC)

Guest Relation Hosts (GRHs) are Employee Experience Ambassadors, committed to providing a superior customer and employee experience. GRHs are the face of our Workplace and client Property team; they deliver a 5-star hotelier style service and experience to all customers, clients, and employees. The Guest Relation Host team is a client/hospitality service orientated function, responsible for services including, but not limited to, hospitality and events management, reception and visitor management, pantry management, meeting room management and client suite services. They will be instrumental in ensuring the workplace delivers a great experience for visitors and staff, taking ownership of the workplace by making sure they have happy customers and visitors in their community. GRHs must be passionate about customer service and willing to go the extra mile to assist staff and visitors. They are brand ambassadors for JLL and our client. GRHs need to be confident in engaging with new customers and build relationships with existing ones, curating moments of inspiration and delight across all services.

Responsibilities:

• Meeting Room and Client Suite Management

• Professional, well-groomed, and well-trained staff available to meet, greet and guide colleagues and clients to the respective meeting location.
• Ensure all meeting rooms are kept clean, tidy and ready for use – ensure highest level of cleaning standards.
• Pre-checks to be conducted before every meeting including equipment and AV/VC checks.
• Set up and reset of internal and external meeting rooms, training rooms or conference rooms.
• Manage rooms to be set up appropriately according to individual booking and equipment requests.
• Issue Resolution - resolve simple AV/VC, collaboration tools or other meeting and conference room related equipment issues.
• Support and manage the meeting room booking system, which includes booking all forward and same day reservations, cancellations and/or amendments to bookings as per client requests.
• Manage catering requests, AV or VC, room equipment, any special requirements etc., liaise with FM team/catering/security/any other vendors as appropriate to ensure all requests are fulfilled accordingly.
• Ensure meeting room booking system is up to date - details for rooms are correct, assist with any booking inquiries and liaise with supporting teams if necessary.
• Manage meeting room inventory checks.

• All meeting rooms consumables, including F&B, should be refilled and reset after each meeting where appropriate.
• Obtain all external attendee names of visitors and prepare a daily visitor arrival list for the next working day.
• Encourage and nudge appropriate booking behaviour and provide utilisation reporting including block booking, no shows etc.
• Conduct regular visual checks on meeting room usage (vacant or in use) to support ad hoc analysis of bookings vs utilisation.

• Manage and follow up on the event set up/run down on the respective floor, ensuring everything is in order including technology assistance and all teams involved are prepped for required activities.
• Assist with coordination of events: supervise the set-up/dismantling of event venues, perform risk assessments.
• Liaise with necessary teams (security, housekeeping etc.) as necessary to ensure a consistent level of service.
• Provide food and beverage service for external/client suite meetings or events.
• Manage with Hospitality lead and coordinate with vendors if necessary for large catering functions, fine dining, any special requests etc.
• Supervise and be present throughout event.
• Assist with any ‘ad hoc’ requirements or request related to functions and events.
• Assist with communications to promote, confirm attendances, create name badges etc.
• Assist with any other internal events lead by business as requested.
• Provide team briefs for wider workplace team on upcoming events, conferences, client suite events to ensure all teams are aware of activities.

• Always deliver 5* customer service with a professional and presentable appearance.
• Meet and greet all staff, customers and visitors professionally and cheerfully.
• Ensure reception desks, waiting areas and internal meeting rooms are maintained to highest standards of tidiness and cleanliness as outlined in any operational KPIs.
• Serve as an information source for staff and customers - assist and advise with any inquiries on building facilities, meeting room locations, special events, surrounding amenities as appropriate.
• Be approachable and interact with guests and members of staff of all levels in a professional and friendly manner.
• Manage all visitor categories in line with security protocol.
• Inform hosts of the arrival of their guests or escort to host/meeting room (in line with security practices).
• Monitor waiting areas to ensure visitors are collected/attended to in a timely fashion, interacting as appropriate.
• Issue and control visitor security passes; liaise and interact with security to guarantee a safe working environment for all visitors and staff.
• Proactive premises inspections, proactively raise work orders for surrounding areas to report any maintenance issues, cleanliness issues or system faults where necessary.
• To be customer focused at all times, by being visible at the reception desks and developing relationships with staff and customers.
• Suggest ideas for developing and evolving the reception services and assist in implementing these ideas.
• Regularly monitor customer feedback and produce an appropriate action plan based on the results.
• Welcome new joiners and provide in person or virtual orientation tours/supporting documentation and media.
• Brief visitors on arrival on fire evacuation procedures - emergency exits, evacuation routes and assembly points.

Qualifications:

• Fluent in the English language – written and oral.
• You are passionate about people, providing them with great experiences. A natural "people person" with exceptional Customer Service skills and attuned to customer needs.
• Excellent verbal and written communication skills with the ability to communicate professionally and effectively.
• Proficient skills in Microsoft Office Suite (Excel, Word, PowerPoint, Visio, Outlook, Teams, SharePoint, and Access).
• Previous Hospitality/Reception experience is preferred - minimum 3 years.
• High attention to detail.
• Flexible and proactive; comfortable working in a fast-paced environment.
• Strong problem-solving skills with the ability to react quickly and decisively when faced with a problem or issue.
• Strong team player with a commitment to support their colleagues.
• Ability to work under pressure and to tight deadlines.
• Exceptionally organised and skilled in multi-tasking, with outstanding time management skills.
• High level of grooming standards.
• Proven track record of achievement.