Dublin - Dublin - Ireland
As a
Receptionist /
Facilities Coordinator
you will be the first face that visitors & staff will be greeted with. Main responsibilities include welcoming all visitors & employees in a professional manner & helping to coordinate the smooth running of the support functions on a daily basis. You will work closely with the Assistant Facilities Manager in driving service excellence within the team, being an ambassador of a one team approach within the Operations team, representing CBRE and client. You will assist the team to ensure KPI targets for the contract are met.
Role Summary
* Welcomes employees, clients and visitors & coordinate their entry in conjunction with their hosts.
* Responsible for responding promptly with accurate and thorough information according to the specific requests from tenants, employees and visitors.
* Conducts a variety of front-of-house activities including:
* Guest registration through badging software
* Guest accommodation with luggage/coats, etc
* Provides visitors with information to navigate the building including pointing out nearest amenities and fire exits.
* Issues visitor passes and validates parking.
* Answers telephone in friendly, professional manner.
* Maintains accurate records of service requests and status.
* Receives and directs incoming calls to appropriate personnel/tenants and voicemail.
* Provides assistance services to employees and guests including but not limited to:
* Arranges and confirms recreational, dining, and/or business activities
* Makes transportation & travel arrangements
* Office wayfinding
* Meal & activity reservations.
* Guest & administrative support.
* Couriers & mail services.
* Continually maintains neat appearance of reception/lobby area, conference rooms, pantry areas and other common areas.
* May perform visitor volume tracking & reporting, reception services, visitor refreshments & new hire inductions.
* Serves as point-of-contact and/or extension of the facilities team.
* Requests building and housekeeping services as needed.
* Periodically inspects common area equipment to ensure good operating condition.
* Arranges equipment service as needed. Determine standard supplies and information to be maintained at the front desk. May assist with temporary signage.
* Performs general administrative duties associated with distributing packages and mail as required.
* Uses tracking systems to record inbound and outbound courier, freight and mail. Meters mail. Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.
* Supports with meeting and events tasks as assigned.
* May assist with scheduling, stocking and coordinating setup conference/meetings rooms, arranging for meeting equipment (i.e. projectors, video/web conferencing), ensuring equipment is in good operating condition for events, coordinating catering / hospitality, securing approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
* Follows security and emergency procedures as defined for the property.
* Responds to emergency situations in a calm, efficient manner.
* Summons appropriate assistance and makes appropriate notifications in accordance with operating procedures.
* May order and stock office supplies and other common use items for the location or common areas, such as café supplies, equipment toner, printer paper, freight and shipping supplies etc.
* Maintains a file of services including transportation sources, accommodations, and referral contacts.
* May arrange convenience/hospitality services for guests such as transportation, reservations, etc.
* May provide reporting and insight to clients and property teams to improve product and service delivery.
* May contribute site specific content.
* Performs other duties as assigned.
* Raise Purchase Orders in a timely manner and process / endorse client invoicing.
* Work with vendors in keeping them compliant with relevant paperwork required in being an approved supplier.
* Monitor UK&I Smartsheet tracker, following up with progress updates weekly with the team & enter updates in the tracker.
* Carry out ad hoc duties required by Senior Facilities Manager in relation to projects, reporting & data gathering.
* Engage in team meetings, sharing company updates, changes in policy and/ or procedures, sharing best practice across the portfolio to the CBRE team.
* Complete all mandatory Client & CBRE training ahead of deadlines.
* Engage in monthly finance reviews to ensure budgets are met & implement budget savings through optimisation & utilising approved vendor pool.
* Engage & adhere to clients MBOs.
Experience Required
* A comprehensive understanding and experience in business and customer-facing environments
* Demonstrated experience in a high-performing team.
* Hold academic passes with at least Leaving Certificate Maths and English or equivalent.
* Intermediate skills with Microsoft Office Suite, handheld mobile technologies and applications.
* Superior written and verbal communication skills enabling the individual to work with clients, suppliers, and staff at all levels
* Results/ task orientated, with attention to detail and accuracy.
* Excellent time management and organisational skills with commitment to continuous improvement.
Additional Desirable Skills/ Qualifications
* Good organizational and strong problem-solving skills.
* Highly adaptable and flexible.
* Ability to work independently with little supervision.
* Ability to work flexible work schedules based on office needs.
* Strong problem-solving skills.
* Ability to work requiring significant walking or through other means of mobility.
* Ability to work in a standing position for long periods of time.
* Ability to perform manual handling tasks as there may be some deliveries to put in store room & assist with occasional furniture moves/ meeting room reconfigurations.
Service line:
GWS Segment