Job Title

Facility Coordinator/Receptionist

Job Description Summary

The aim of the role is to ensure a smooth operation of the Reception and assisting the work of colleagues working in the Head office. It's important to facilitate the smooth running of the office in liaising with the suppliers and Landlord. Participation in the development of processes in accordance with client's global regulations is also part of this job.

Job Description

Main responsibilities:

Welcoming and greeting guests and clients at the reception.Taking care of common areas, delivering pristine standards and high quality of cleaning, safety and security in the office space, with close liaison with cleaning operatives and other vendors.Performing daily duties in line with contractual scope of work and KPI.Management of parking reservations, as well as  support the office staff.Raising purchase orders in the client's internal platform AribaMonitor monthly spending, seek cost avoidance and service delivery improvementsPrepare annual budgets based on current expenses.Handling inbound and outbound calls.Managing work orders platform (FAMIS), logging, responding and closing the tasks within scheduled timelines.Report any equipment failures and monitor its repair.Monthly inspection of the facility (office space) (FAMIS 360). Preparation of reports and presentations.Benchmark the market to find the best supplierPrinting, distribution, programming, issuing and disposal of access cards.Monitor pantry stock, order office equipment and food supply items.Monitor, arrange and execute statutory and preventing maintenance works in line with PPM calendar.Attend technicians and supervise any planned preventive inspections.Couriers and incoming parcels handling. Handling of mailings, assisting the mailing room and personal customer serviceMaintaining seamless relationship with suppliers, service providers, landlord, technical team and reporting any discrepancies/Client’s requests.Organize service review meetings with the suppliersSupport emergency evacuation plans and fire drills in capacity as fire MarshalSupport for head office, agency and brokerage events (room, catering organization, etc.).Support Account Finance team and C&W Facility Manager in operational financial processes.Other ad-hoc tasks (scanning, printing, organization of storage etc.)

REQUIREMENTS/EXPERIENCE

Minimum high school or similar education1-3 years of experience in a front office roleActive, fluent EnglishCustomer-oriented attitudeAbility to concentrateMultitaskingEmpathyTroubleshootingHelpfulnessPositive attitude to workProblem-solving skillsIndependencePrecision, accuracy

INCO: “Cushman & Wakefield”