Corporate Receptionist - Facilities Task

Overall Purpose

This is a sole reception role with multi-varied tasks incorporating front of house, social engagement, building app management and facilities-related responsibilities.

This role is within a unique reception setting that incorporates an art gallery which is considered as one of the tenants in the building.

Supporting the building management is crucial to this role and able to think on their feet to come up with operational solutions on their behalf.

The role is best for an experienced receptionist who is self-motivated, flexible, vigilant, proactive and with excellent communication skills and aptitude. An appreciation and/or understanding of art would be beneficial to complement the front of house service with the gallery.

Duties and Responsibilities (this list is not exhaustive)

To take full ownership and accountability of the reception and all associated areas, making sure that they are kept in the best possible order at all times, liaising with cleaners, facilities, security and other departments as deemed necessary. This also includes the shared space with the art gallery.

Ensuring that all functions are carried out in accordance with stipulated protocols and procedures.

Ensure the St James folder, manual, occupiers’ procedures, phone database are up to date.

Delivering of Daily and Monthly reports and appropriate FOH data as and when required.

Ability to assist, support, build strong relationship with all tenants.

Flexibility to react and assist the client with unforeseen circumstances at a short notice

First point of contact for all guests, visitors, occupiers and clients to the building, as outlined in the St James Guide. Dealing with all questions and queries.

Being responsible for meeting and greeting of all guests and visitors into the building and providing them with exceptional service. Standing to greet as a basic standard.

To receive/answer calls promptly and efficiently, identifying the callers’ requirements and taking messages as appropriate.

Manage difficult calls and/or distressed callers’ in a calm and professional manner.

Where appropriate, reporting of accidents or incidents.

Providing support in promoting social engagement activities and the building app management.

Carry out facilities related tasks with the guidance of the building management.

Support the art gallery with their visitors and curator.

Ensure the reception area is kept organised, clean and tidy always.

Adhering to St James policies and procedures, code of conduct and to be fully conversant with the emergency procedures in relation to Health & Safety issues.

Any other duties as deemed necessary to support the client, customer, colleagues and St James.

Knowledge and Skills:

Previous experience in delivering exceptional customer service essential.

Exceptional time management

Excellent command of the English language, both verbal and written.

Exceptional interpersonal skills, flexible to work with a range of styles and personalities and according to business demands.

Experience in using Microsoft Office, PowerPoint and Excel.

Ideally with SIA licence, if not, will be required to do the course

Ideally, experience in building app content creation and management.

Excellent punctuality, outgoing and a can do/proactive attitude. A team player is essential.

Innovative and creative.

Flexibility to react promptly on reasonable client’s requirements.