Dublin - Dublin - Ireland
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 Responsibilities
* Greet, 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.
* Answering, screening and forwarding incoming phone calls using a multiple line phone system. Manage calls by routing them to the proper extensions or taking messages and passing them promptly to the department/individuals concerned as required.
* 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.
About You
* Experience in a similar role within Customer Service
* Strong verbal and written communication
* Organisational
* Filing, Sorting Post, Answering Phones
* Computer proficiency (Microsoft Office Suite (Word, Excel, Outlook, etc.)
* Security
* Professional Dress code
* Multi-tasking
* Ability to work on own or as part of a team
* Can do attitude
* Organised (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.
Service line: GWS Segment
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