The purpose of this position is to provide facilities support for reception and admin services, mail services, phone, meeting rooms in Australia portfolio.
Scope Of Responsibility
- Management of front of house & Reception service;
- This role will be based at the reception counter
- Ensure good presentation and aesthetics of front of house, reception counter and guests hospitality
- Accept and coordinate service requests
- Receives and directs incoming calls to appropriate personnel and voicemail.
- Greets and announces clients, applicants and visitors.
- Follows security procedures for recording guests, suppliers and other visitors.
- Arranges escorts as needed.
- Assists with scheduling and preparing meeting and conference rooms.
- Coordinates setup of conference/meetings rooms and arrange video and/or web conferencing as needed.
- Reviews invoices to arrange billing to appropriate department or business unit.
- Performs general administrative and clerical duties as needed.
- Orders pantry and office supplies and other common use items for the location, such as pantry supplies, stationeries, equipment toner, printer paper, etc.
- Maintains neat appearance reception area, conference rooms café and other common areas.
- Periodically inspects common area equipment to ensure good operating condition.
- Oversee and manage hard and soft services vendors and establish a network of contractor relationship to support office operations.
Key Responsibilities
- Reception counter operation;
- Manage facilities operations (hard/and soft services and asset management);
- Oversee and manage hard and soft services vendors;
- Effective financial management to meet business objectives. Raise purchase order and prepare monthly invoice processing.
- Respond follow-up to client inquiries, concerns or escalations in a professional and timely manner to ensure a high-quality service delivery;
- Prepare and distribute ad hoc reports accurately, professionally and in a timely;
- Comply with CBRE instructions, processes, procedures, workflows to uphold effective and compliant delivery of services;
- Ability to embrace technology to facilitate the delivery of services;
- Provide back-up to team members as and when required;
- Undertake other duties and tasks as your line manager may require from time to time to meet contractual, operational and organizational business deliverables.
Required Knowledge & Skills
- Excellent Client Service relationship skills – Mandatory;
- Logical and analytical thought processes and good problem solving skills - Mandatory
- Knowledge and application of HS&E; legislation, risk management principles and relevant Australian Standards – Essential;
- Good organizational skills and ability to work to strict deadlines – Mandatory;
- Application of logical and analytical thought processes with attention to detail, multi-task focused and work autonomously – Essential.
- Demonstrable confidence and maturity in communications including positive written and oral presentation skills – Essential;
- Ability to build a professional relationship with the client, CBRE onsite multi-discipline team and vendors – Essential;
- Organizational abilities to meet deadlines and setting priorities – Essential;
- Ability to communicate at all levels and build effective and professional relationships with the client, CBRE management, work colleagues and vendors – Mandatory;