Guest Services - Coordinator in Huddersfield

Better places, thriving communities.

Company name: Mitie - Signature

Reporting to: Guest Services Manager

Hours: 30 hours a week, Monday to Friday

Our vision and values are built on the simple premise of ‘The exceptional, every day' - our overarching commitment to both our customers and our colleagues. Our values set out how we all should behave at Mitie, what we should expect from our colleagues and what our customers can expect from us: The exceptional, every day.

Job objectives and responsibilities

As a Corporate Receptionist, you will serve as the first point of contact for our organisation, providing exceptional customer service to clients, visitors, and employees. Your role is crucial in creating a positive and professional impression of our company. In addition to delivering outstanding customer service, you will maintain high levels of security awareness and adhere to uniform standards to ensure a safe and consistent environment.

Main Duties

• Greet visitors with a warm and friendly demeanour, promptly attending to their needs.
• Answer and direct incoming calls in a courteous and efficient manner.
• Manage the reception area, always ensuring cleanliness and organisation.
• Provide a site safety brief to everyone signing into the building.
• Proactively assist with any client events.
• Complete online Fire Warden Training and support with site duties during a building evacuation.
• Conduct weekly stock checks and order required stationery to maintain supplies for front of house.
• Provide training for new team members and temporary team members.
• Ensure all Network Rail Signature health and safety posters and leaflets are up to date and relevant.
• Maintain up-to-date health and safety folders, with direction from the front of house manager.
• Report any faults or health and safety concerns to the relevant person or department.
• Collaborate with other receptionists, WPM team, Security Team, FM Team, and administrative staff to ensure smooth operations across the organisation.

Security Awareness

• Monitor and control access to the premises, following established security protocols.
• Verify visitor credentials and issue visitor badges as necessary.
• Remain vigilant for any suspicious activity and report concerns to appropriate personnel.

Customer Service Excellence

• Provide personalised assistance to clients, guests, and employees, anticipating and addressing their needs proactively.
• Offer accurate information about the company, its services, and facilities.
• Handle inquiries and resolve issues promptly and effectively, always maintaining a high level of professionalism.

Administrative Support

• Assist with administrative tasks such as sorting mail, managing courier deliveries, and booking meeting rooms.
• Respond to the Reception Inbox, ensuring all emails are replied to in a timely manner.
• Receive daily parcel deliveries and ensure the recipient is made aware.
• Manage administrative tasks such as monthly visitor figures, internal auditing, and staff passes report.
• Keep the front of house QHSE folder and documentation up to date.
• Maintain electronic and physical filing systems to ensure efficient record-keeping.
• Support other departments with various administrative duties as needed.

Uniform Standards

• Adhere to company uniform guidelines, always maintaining a neat and professional appearance.
• Ensure uniform cleanliness and proper grooming standards are upheld to reflect the company's image positively.
• Serve as an ambassador for the organisation, embodying its values and standards through your attire and demeanour.

Company Policy & Training

• All team members must read and sign the site SOP & Uniform standard.
• Absence Management process should be followed at all times.
• All mandatory training should be completed by all employees.

Person Specification

Experience

• 2 years' previous customer service experience within a reception, switchboard or room booking environment. Qualified First aider or willing to undertake a course. This would all be beneficial, but experience is not required as all training will be issued.

Skills and Knowledge

• Strong communication skills (both written and verbal).
• Experience with computers and software packages such as MS Outlook, Word, Excel, and PowerPoint.
• The ability to interact confidently with all levels of the business and guests.
• Excellent organisational and multitasking abilities, with a keen attention to detail.
• Ability to maintain composure and professionalism in fast-paced or challenging situations.

Education or Certification

• 2 years reception/administration experience (beneficial not required).
• A Level (or equivalent).

Health and Safety responsibilities

• Follow Group and company policies and procedures at all times.
• Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.
• Use all work equipment and personal PPE properly and in accordance with training received.
• Report any issues or training needs to your Line manager and/or via your divisional incident reporting system.

Our market-leading flexible benefits scheme provides you with benefits that suit your lifestyle. We have a virtual GP on hand for you and members of your household. We offer financial wellbeing assistance through our Salary Finance scheme. When you join us, we’ll give you a link to our flexible benefits platform, Choices. This gives you the chance to customise your benefits to best suit your lifestyle. We award our employees with Mitie Stars as recognition for their hard work. Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We are committed to ensuring our recruitment process is inclusive and accessible to all.