Front of House Manager - Fixed Term Contract

Overall Purpose

If you are looking for a temporary role, with a greater focus on facilities this might be a role for you.

You will be permanently based at the reception desk covering the front-of-house function, welcoming and always engaging with the occupiers, their visitors, contractors and the landlords. You will be the first point of contact for whoever enters the building and responsible for ensuring the highest standards and a seamless journey for all.

It is a single site, without security, therefore you will be working alone, managing all FOH functions as well as dealing with tenant queries and facilities.

The role may require an SIA licence and completing an IOSH Course.

Duties and Responsibilities

The below-listed tasks/responsibilities are not exhaustive:

Meeting and greeting visitors, suppliers and contractors.

Accepting post and deliveries and distributing among tenants.

Keeping the office and common areas tidy.

Ordering of all office supplies and stationery.

Managing all FOH activities including liaising with the onsite restaurant to advertise and organise pop up events.

Managing and registering access passes for tenants, visitors’ and contractors on Paxton Net2 access system.

Registering tenants for gym access on Paxton Net2 access system

Managing a whitelist for ANPR access through the entrance barrier and parking allocations.

Communicating with security and making them aware of any planned out-of-hours & weekend work in tenanted areas.

Directly liaising with suppliers and contractors to attend site to survey for quoted works.

Arranging ad-hoc contractor works, including fabric repairs, M&E and Cleaning and ensuring works are checked and signed off on completion.

Liaising with contractors to ensure all RAMS and Permits are in place before any works take place.

If required, raising work and purchase orders for instructed works.

Overseeing building and landlord tours and escorted viewings.

Ensuring all planned works are reported, logged and completed in a timely manner by liaising with contractors , Facilities Manager and Property Manager (Workman LLP).

Advising the FM of potential works being done by tenants, and ensuring works are only done with the prior approval of the FM and PM.

Communicating and instructing site and cover engineers on ongoing and planned works within the building.

Liaising with the cleaning team regarding external cleans, glazing cleans and RAMS for any planned works.

Carrying out inspections of common areas and completing monthly Building Inspection, reporting any defects and necessary repairs to the FM.

Completing monthly inspection reports on QUOODA.

Completing incident reports and property damage reports when necessary.

Carrying out final inspection reports after tenants vacate their floor and issuing them to the PM.

Ensuring PPMs are carried out before the expiration date, and uploaded to the QUOODA System for Workman Ltd.

Liaising directly with the incumbent engineer for routine maintenance to tenanted areas ie general FCU service.

Liaising directly with the incumbent lift operator with regards to faults and general maintenance of 5 lifts.

Liaising directly with suppliers to arrange dates and inspections for lifts, asbestos re-inspections, disability discrimination access reviews etc.

Assisting contractors with surveys to obtain quotations for remedial and glazing works.

Managing and co-ordinating all building fire evacuations with the fire marshal.

Carrying out and assisting the onsite engineer with weekly fire alarm tests from various call points.

Managing the daily and weekly health and safety inspections by the site engineer by recording them in the proforma.

Monitoring and managing 340 parking spaces and ensuring tenants are parked in allocated spaces.

Assisting the management team in the day-to-day safe and effective operation of the facilities, including a full understanding of H&S codes of practice.

Communicating with, addressing, and resolving tenant issues and complaints.

Attending quarterly M&E meetings and monthly Landlord meetings.

Ensuring electrical meter readings are taken monthly and sent to relevant parties.

Drawing up and distributing of monthly tenant newsletters.

Ensuring all tenants handbooks, fire risk management strategies, FRA’s, GRA,s are up to date.

Follow stand and greet procedure according to St James standards.

Always take pride in personal appearance.

Where appropriate, reporting accidents or incidents.

To maintain good working relationships with colleagues.

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

Ensure compliance with all current statutory legislation in respect of health and safety and the environment.

Knowledge

 Proven working knowledge of customer service and experience.

 Previous experience is essential in a similar corporate background.

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

 Working knowledge of IT with experience in using Microsoft Office.

 Experience in Facilities Management preferable.

Skills

Management skills as well as a collaborative approach.

Be able to work in a team and independently.

Excellent customer service skills.

Strong efficiency and motivation.

Excellent punctuality.

Innovation and creativity.

Tact and diplomacy.