Receptionist in Doncaster

Contract : Fixed part time (9months -12 months)

Working days & Hours: Thursday 10am-7pm and Friday 7am-7pm

Main Duties

• Experience

  • Operate under a "How Can I Help" mindset
  • Deliver an experience that is professional, friendly and attentive always
  • To anticipate the needs of visitors and colleagues
  • To proactively look out for building issues, ensuing a swift resolution
  • Proactively manage queues, striving to make the arrival or departure process as efficient as possible
  • Be the face of the facilities team by providing tangible service that is visible and easily accessible
  • Greet and acknowledge all visitors and colleagues in the lobby areas as they arrive/depart/pass by, ensuring they receive exceptional service
  • Always conduct oneself in a professional manner, adhering to established standards of conduct, department procedures and policies

  Process:

  • Support onsite facilities inspections, floor walks and service audits
  • Proactively log work orders
  • Triage colleague queries received in person, email and online, responding in a timely manner or referring them to the right team or self-service channels
  • Ensure communication and follow-up on any problems, visitor or colleague requests, and special requirements
  • Administrative tasks and ad hoc reporting
  • Manage stocks of visitor passes and other specialist stationery
  • Maintain a register of passes issued to and returned by visitors, ensuring that a full audit trail is maintained
  • Be aware and up to date with "what's on" in the building (workplace experience events, and planned maintenance)
  • Ordering peripheral items such as IT kit, uniform, stationary
  • Ensure all colleague queries to the shared mailbox are responded to and actioned on the same day
  • Maintain the shared mailbox, ensuring that resolved emails are deleted or filed on the same day
  • Provide a daily forecast to the FM and leadership team as to how many visitors are expected
  • Register all visitors before the next working day
  • Act in accordance with health and safety, and manual handling procedures

  Service:

  • Provide first line response to Audio Visual queries from colleagues arising from IT/AV equipment installed in meeting rooms
  • Regular checks of meeting rooms, ensuring all kit is functional, and logging work orders as required
  • To support the setup of communal, event, collaboration, and meeting room spaces
  • To support keeping collaboration spaces tidy and return furniture as per locally specified arrangements
  • Learn, know and be able to provide visitors and colleagues with information on city maps and directories, restaurants and pubs, shops, in-house services and daily functions, cultural activities, religious activities, sporting events, entertainment activities, special attractions, doctors, medical centres, transportation options etc
  • Utilise a "hands on" approach whilst ensuring the service delivery is at the required standard
  • Establish rapport with frequent visitors; keep the team and relevant departments well-informed about visitor preferences
  • Creating, updating, and displaying signage as required
  • Conduct visitor arrival/departure check-in and check-out by managing and issuing access, in a manner aligned with a 5* service
  • To escalate any feedback relating to the service provided by the service team
  • Recognize by sight the identities and roles of all senior management (as advised by the Client from time to time), as well as build a good working relationship with the personal assistants of such senior managers
  • Support the mailroom and associated processes, such as managing mail in/out, notifying colleagues of items for collection. Dependant on location.

  Security:

  • Ensure all temporary passes are only provided to Client employees following confirmation of identity in line with prescribed client policies
  • Instruct all Employees and visitors to clearly display their identity card and visitor pass whilst on Client's Premises
  • Support the Security team in responding to First Aid or Security incidents, and act as Fire Marshal when required.
  • Maintain vigilance for any safety or security irregularities, taking appropriate action or escalating issues promptly.
  • Report systems malfunction immediately to ensure swift resolution.
  • Welcome and manage contractors on site, ensuring compliance with building protocols and security procedures.

  Partnership:

  • Provide support to the wider service team as and when required
  • To actively build relationships with other workstreams and partners, to ensure we are operating as OneMitie
  • Provide ad hoc cover and support to other work areas and teams
  • Complete any reasonable management request or task
  Deputise in the absence of your Manager or similar supervisory position

What we are looking for

• 1 to 2 years' of comparable experience in high end hotels, members clubs, airlines, corporate workplaces, or tourism and hospitality
• Exceptional verbal, written, and interpersonal communication skills with core competencies around delivering service excellence
• Immaculate grooming, personal presentation and sense of style
• Comfortable with wearable and mobile tech (radios, headsets, tablets)
• Must be able to identify and resolve issues, and to meet and exceed the expectations of our client
• Must be highly proficient in Outlook, Word, Teams, and Chrome
• Competent using visitor and space management tools, such as Condeco, ProxyClick, etc
• Essential to be able to process large volume of queries across multiple platforms
• Core skills required: Accountability and responsibility, personal organisation, prioritisation, initiative, engaging with the customer, communication, adaptability, attention to detail