Dublin - Dublin - IrelandA combined role to provide exceptional Front of House duties and a 5-star event customer service experience, in order to support the client's workspace and to show a flexible approach to work whilst undertaking a wide range of routine and non-routine tasks, ensuring that all staff and visitors receive a best-in-class service.Main Duties And ResponsibilitiesEnsure all vendors deliver services in line with the contractual obligationsResolve any supplier issues directly with vendorsResponsible for client presentation areasSchedule Monthly meetings with the client team to discuss, review and manage the vendors service levelsNotate and report all findings in a monthly reportRaise Purchase Orders and process / endorse client invoicingEnsure a working escalation process is in place and establish a rota for call outsWhen required, escalate any emergencies connected with the facilities or equipmentCo-ordinate access of Vendors with assistance from client security teamEnsure office equipment is in working order and has sufficient suppliesOffice inspections, recording any faultsCarry out cleaning audits in conjunction with the cleaning VendorEnsure a professional / courteous working relationship is maintained with the Landlords and their representativesEnsure all kitchens are fully stocked with provisions and any shortfalls are identifiedEnsure that all vendors passes are returned to client and NDA's are completed / filedManage client expectations around cover for client events and specific requirementsIdentify service shortfalls and bring to the attention of the CBRE leadership teamEnsure that all PPM's are carried out as scheduledManage the outsourced postal service; Manage the courier service and relationship for the clientGreet, welcome and build a good rapport with all staff & visitors entering the building, answering any questions, providing directions and alerting staff when someone is there to meet or visit them. Manage the client's visitor check in/out system/building log of who is entering and exiting the building.Manage the mailroom, accept deliveries and mail, organize them to be distributed to the correct recipients using the client's system and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup.Serve as the face of CBRE and our client, offering friendly service to those entering the building or calling by phone. Representing the business with a positive attitude and professional appearance. Assist with enquiries regarding building facilities.Maintain and organise the reception area, keeping it clean and free of clutter.Working in conjunction with Security to maintain office security, communicating and reporting any suspicious activity to Security in a timely manner.Completing administrative or any ad hoc tasks and any other clerical duties such as photocopying, transcribing, filing, sorting and distributing paperwork.Ensure QHSE and maintenance records/documentation are maintained and readily available using CBRE and client's systems (Logbooks, Harbour, etc).Complete daily hazard hunting and upload all findings to Harbour. Issue weekly report to client FM.Manage/Coordinate all room and event set-up/arrangements, taking full ownership to create a great customer journey for all attendees, from registration to fare well.Provide hands on support around events, ensure a close cooperation with Workplace, Security, Reception and Cleaners where required.Collaborate closely with IT Support for any AV setup requirements and hands on AV support.Build trusted relationships internally to main stakeholder and regular event host, as well as externally to all vendors.Ensure compliance and best practice by adhering to all client, CBRE and Government standards, processes, policies, procedures and laws.Supervise subcontractors on-site to ensure a comprehensive contractor management system, including QHSE as per CBRE procedures.Ensure that all CBRE and Vendor Method Statements and Risk Assessments are in place for all tasks carried out to ensure safe working practices. Ensure Contractor Management procedures are followed.Manage the CMMS system - Helpdesk Ticket Management System (CBRE or client platforms) including PPM, Reactive tasks from new to completion.Actively identify/implement innovation across the workplace in collaboration with client and line management, to enhance performance and continue to meet client expectations.Develop a good working relationship with all members of client, CBRE colleagues and supply partner representatives.Promote and maintain client's culture & CBRE standards throughout your daily activities and drive the same standards through our supply chain partners.Ensure a professional image of CBRE is presented to client, 3rd parties and visitors, and ensure excellence in customer service is delivered and always promoted.Communicate effectively and build/maintain relationships at all levels within the workplace and with CBRE support points of contact.Undertake all training as required (e.g., QHSE, First Aid, Customer Service, etc).Adhere to all fire safety test procedures and to assist in the Weekly Bell test and the evacuation process in the event of fire.Ensure integrity of financial transactions for the contract. Create accurate POs in a timely manner and review/process supplier invoices using the CBRE Financial system in conjunction with your line manager.Actively participate in the Operations and Finance meetings with your line manager.To undertake any other relevant ad-hoc duties as and when required.Light admin support required for VP's (calendar support / room booking etc)PERSON BEHAVIOURSOrganised (and ability to plan) - Works in a structured way. Thinks ahead to prioritise workload.Logical - Works in a clear and consistent manner.Attention to detail - Thorough in carrying out a task, with a high degree of accuracy.Assertiveness - Confident and effective in putting across point of view to others.Persistence - Does not let issues go; follows up on issues through to resolution.Customer and team focus - Puts customer and team needs first; always considers impact of actions on customer and team.Skills And RequirementsStrong experience in an FM or related services environmentGood knowledge of Facilities Management SLA's / KPI'sExperience in dealing with suppliers / contractorsPC literate - Microsoft suiteGood understanding of FM service contracts and negotiationsStrong communicator with confident oral and written skillsGood administration skills with an eye for detailStrong customer service ethicTeam player mind-setAbility to work to pressured deadlines and take on challenges when requiredPrevious experience in working with executive teams, along with experience in organising and overseeing meetings/events advantageous.Service line:GWS Segment