Job Summary: 

This position is responsible for performing various administrative tasks, including answering telephones and giving information to employees and guests; often the first point of engagement with employees and visitors. Responsible for making a good first impression for the organization, which can affect the organization's success.

Responsible for all administrative/reception needs including but not limited to managing calls, calendar scheduling, and arranging security passes. 

Essential Duties and Key Responsibilities:

• Greets employees and announces clients, applicants, and visitors. Conducts guest registration through badging software. Arranges escorts as needed. Issues visitor passes and validates parking.

• Provides personal services to employees and guests such as arrangement of local transportation, office wayfinding, guest & administrative support and other services as needed.

• Maintains neat appearance reception area. Requests building and housekeeping services as needed.  

• Responds to requests and complaints regarding CBRE services.

• Manages facilities and office requests, follow up on all request upon completion and escalate recurring issues.

• Manage reception stock and ensure system is in place to ensure optimum levels

• Greeting contractors onto site and contacting technical team to escort them

• Any other task suitable and agreeable within scope 

• Promptly and efficiently deal with telephone calls in a welcoming positive manner 

• Take and pass on accurate messages as required using multiple technology’s (Email, Microsoft Teams) 

• Deal with any other reception duties and any other task suitable and agreeable within scope.

Customer service

• Deal with any enquiries in a prompt and efficient manner

• Anticipate needs and offer assistance wherever possible

• To immediately raise any health and safety concerns to your manager or team leader

Communication Skills:

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to communicate clearly and professionally via phone, email, Microsoft Teams and in person.

Strategic and Interpersonal Skills:

• Ability to solve problems and deal with a variety of options in complex situations. 

• Show good teamwork and be willing to cover shifts if needed to ensure continuity of service for the site

Additional Skills:

Intermediate skills with Microsoft Office Suite products. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications. 

Results oriented - ability to achieve business goals, with a concern for working well, surpassing standards of excellence and passion for challenges. Customer focussed – develop strong customer relationships by listening to and satisfying customer needs. Drives accountability - ability to establish clear, measurable goals, taking ownership of responsibilities and commitments to those goals and moving others to responsibility for their goals  

Qualifications / Experience:

• A minimum of 1 - 2 years related experience (e.g., Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is highly preferred.

• Experience in facilities management and/or dealing with suppliers/contractors would be beneficial.

• Good phone manner and ability communicate clearly and professionally by email/phone/ in person is required.