Front of House Coordinator - The Leadenhall Building, London Operations · The Leadenhall Buildi[...]

Purpose of the Role

The main purpose of the role is to maintain a presence on the front reception desk offering assistance to all personnel visiting and utilising the building from daily visitors to permanent tenants. Sustain a professional outlook to delivering an exceptional customer service and creating a lasting impression to all. During quieter periods across the five day office week, the Front of House Coordinator will be expected to support the EA team with ad hoc administrative tasks.

Key Responsibilities

• Represent KI in a pleasant, service-minded manner, creating a good first impression.
• Ensure the highest standards in presentation at the property or properties are maintained at all times and that the Reception area is kept clean, tidy and welcoming and to five star audit standards.
• Maintain and manage the meeting room schedule.
• Greet and assist visitors to the London office and provide refreshments.
• Responsible for maintaining the appearance of the public areas – the meeting rooms, reception area and kitchens (keeping them clear of clutter and tidying).
• Responsible for setting up and replenishing the snack stations and coffee machines.
• Receive and distribute mail and deliveries.
• Be responsible for outgoing mail and couriers.
• Order catering/deliveries for breakfast and lunch meetings when required.
• Monitor, maintain and order office and kitchen supplies, including stationery.
• Booking restaurants, taxis, catering, etc as and when required.
• Run errands and carry out other duties, as and when required.
• Personal appearance is to be of a very high standard at all times.
• A courteous, professional, helpful nature must be displayed at all times.
• If a uniform is supplied it must be kept in an acceptable and clean condition at all times.
• You must adhere to the dress and appearance guidelines.
• To carry out duties in accordance with instructions by your Reception Services Line Manager, Building Manager/Supervisor/RFM.
• To acknowledge and action helpdesk jobs as they are being submitted and communicate them to the Engineering department when necessary.
• To take ownership of the current visitor management system, providing content to support the buildings occupancy platform including administrating new users.
• To actively participate in the training of cover staff.
• Establish a professional working relationship with your Team, tenants and contractors of the property or properties and be the first point of contact for the building.
• Meet and greet all visitors reporting to the reception desk and maintain an accurate log of all visitors’ records.
• Where possible each occupying tenant should be contacted prior to allowing a visitor beyond reception, to obtain their authority.
• To promptly assist and direct all visitors to the site in getting to their required location/contact within the building.
• To answer the telephone and on-site intercom system for all queries in a professional manner and handle caller’s inquiries whenever possible, redirect as appropriate and pass on messages promptly.
• To maintain and keep up to date accurate reception operations manual of reception processes and procedures both site/tenant specific and department.
• To maintain a physical presence at the reception desk; it is not to be left unmanned at any time during building opening hours.
• To deal with all queries on site efficiently and professionally and as appropriate direct queries to third parties for action, ensuring the person raising the query is informed of the action taken, the expected outcome and the timeframe involved.
• To acquire working knowledge of the property / properties systems and procedures to enable you to take control of the property during team members absences.
• To carefully complete all log reports that may be required by the employer or the building management team.
• The employee is not to undertake any task that may be a risk to their health and safety unless suitably trained.
• To assist other employed staff, building occupiers and visitors in the event of an emergency.
• To comply with and ensure that the landlord obligation for health and safety and fire precautions are always met.
• To ensure that contractors arriving on site adhere fully to requirements for contractor management and site H&S in line with the company and site procedures.
• To be aware of and abide by all rules, terms and conditions of the company at all times.

Additional Responsibilities – Administrative & Executive Support

• Support the EA team on quieter periods with ad hoc administrative tasks, providing exposure to executive support processes and ways of working.
• Assist with printing, binding, collating and preparing materials for meetings, presentations and events.
• Provide occasional support with travel arrangements, expenses processing and diary coordination under guidance, offering valuable insight into the PA and executive support function.
• Assist with the coordination and delivery of internal and external events, meetings and hospitality, supporting logistics, materials and room set ups where required.
• Develop an understanding of PA responsibilities and executive support environments, using opportunities within the role to gain experience and build transferable administrative skills.
• Maintain discretion and professionalism at all times when handling sensitive information relating to executives, senior stakeholders and business activities.

Skills, Knowledge and Experience

It is the nature of work of SMR that tasks and responsibilities are, in many circumstances, unpredictable and varied. All staff are, therefore, expected to work in a flexible way when the occasion arises where tasks are not specifically covered in the Job Description and have to be undertaken.

Essential

• Excellent verbal and written communication.
• General Education to GCSE standard or equivalent standard.
• Reliable, helpful and well presented.
• Team player with strong customer service skills, able to provide a helpful and polite service.
• Pleasant telephone manner and efficiency in relaying messages and taking instructions.
• Excellent communication skills.
• Ability to deal with confidential information.
• Good organisational and time management skills.
• Careful and conscientious with an aptitude for attention to detail.
• Willingness and ability to learn on the job, keen to undertake training and career development.
• Solid Corporate Customer Service Experience.
• Ability to work under pressure and be flexible, including work out of hours when necessary.
• A bubbly, positive attitude, and a visible passion for customer services.
• Proficient in full range of Microsoft applications including Word, Excel, PowerPoint, Access, Outlook.

Working Hours – 08:30-17:30pm

Salary – £36,000