Receptionist/Facilities Assistant

Job Introduction

We currently have an opportunity for a Receptionist to join our busy team. This is a great opportunity for a customer focused individual to join a world leading food and facilities management company, which can offer unrivalled opportunities for career progression.

Role Responsibility

• To ensure all visitors are greeted and dealt with in a 5 star fashion at all times.
• To have a full working knowledge of site personnel supported via the Intranet.
• To carry out regular and systematic checks of the meeting rooms ensuring rooms are clean, tidy and set up to standard.
• To make sure all desks and Reception areas are tidy and displaying the correct literature to specifications as detailed in the reception handbook.
• To ensure reception desk is manned and operating to agreed times.
• To observe client and Sodexo rules at all times, with particular emphasis on welcome and security.
• To maintain the highest standards of operation and attitude, being innovative and forward thinking.
• To deal with any complaints / comments, as appropriate in a professional, friendly and courteous way, ensuring they are logged.
• To ensure all reception equipment and furniture is kept clean and maintained in a good, safe working order.
• To report all maintenance faults to the Service desk and log accordingly.
• To attend training courses, as required, in order to keep up-to-date with company legislation, policies and procedures.
• To have a good working knowledge of AV/VC equipment and in-room facilities within the building.
• To report all IT faults via the correct procedure:  IT helpdesk
• To answer emails and maintain a computerised booking system.
• To assist catering team as and when required, ensuring client satisfaction.

The Ideal Candidate

• Good working knowledge of MS Office
• Excellent communication skills, both verbal and written
• Professional and courteous telephone manner
• Experience of delivering excellent customer service both face to face and over the telephone
• Ability to liaise with people at a Senior Level

Package Description

Job Description

Job Title:                     Receptionist

Place of work:                        Dell Bracknell

Hours of work:           As contracted. 

Direct Report:                        Account Manager

Job Profile:

The first impression for all our customers, this role needs to deliver the highest level of customer service. Attention to detail and anticipating customer needs is a must.

This position requires an individual who is a team player with a methodical approach, excellent communication, organisational & planning skills with the ability to challenge and review services

The role requires a warm, friendly & dynamic individual with the ability to multi task in a pro-active team to deliver an exceptional level of service.

Responsible For:

• Ensuring all building occupants, visitors and guests receive the highest level of service in a pleasant clean and safe environment.
• The cleanliness and housekeeping of the reception and surrounding areas
• To proactively control and develop the coordination, planning and organisation of the Front of House Services including – Reception and Switchboard services

Accountibilities:

• Responsibility for the guest experience from greeting to host delivery and subsequent guest check out.
• Responsibility to pre-check in guests if Dell personnel have advised
• To report any customer complaints or compliments and take remedial action if at all possible
• Ownership and accountability of visitor waiting area.
• Answering of telephone calls in a clear and professional manner
• Assist with the Booking of conference and meeting rooms
• Co-ordinate and book courier services.
• To deliver the ultimate experience when visiting site
• To be on hand to provide First Aid support as required.
• To arrange safe storage of guest items if required
• To be highly competent with correct PC or document control processes for all incoming goods, invoices and any other administrative duties as determined
• To be capable of obtaining signatures from any ‘proof of delivery’ item from a recipient where necessary and use correct procedure when collecting
• Any other duties deemed appropriate by management
• To be involved in regular team meetings
• To report immediately any incidents of accident, fire, theft, loss, damage or other irregularities and take such action as may be appropriate or possible
• To attend meetings and training courses as may be necessary

   

   

• Communicate effectively with all team members and participate in all contact activities
• Ensure full cover to reception 08:00hrs – 17:00hrs.
• To have a working knowledge of all support functions throughout the building
• To pro-actively look to recommend improvements to your work processes and environmet by providing suggestions and solutions
• To show flexibility within the role and be prepared to assist in other areas within the unit when necessary
• To always look for time efficient ways of completing any activity
• To ensure the legal & company requirements for fire, health, safety & hygiene are met and bring to the attention of your line manager any areas of training you feel you need or have missed
• To attend work promptly in accordance with your contracted hours
• When possible to undertake overtime as requested to ensure the efficient operation of the Front of House/Security service
• To be prepared to assist your colleagues in a willing and positive manner and move from one activity to another.
• To communicate effectively with all team members and participate in all contract activities
• To be friendly, pleasant and polite to your work colleagues at all times
• To look clean and smart, ensuring that the uniform provided is used and worn correctly and to follow the appearance and conduct policy detailed in the staff handbook and welcome pack
• Own the provision of concierge, flowers and taxi services to Dell clients and team members

Knowledge, Skill and Experience Required:

• Deliver exceptional customer service to build valuable long term relationships with colleagues, customers and clients
• Ability to multi task
• Proactive
• Can do attitude.
• Working with others
• Excellent communication skills
• Excellent telephone manner
• High level performer
• High levels of personal hygiene and appearance

This position will be a key part of a one team approach to providing a quality customer experience for the users of Dell Ltd.  The job description is designed to identify the specifics of the role it does not however limit the post holder to the specific tasks and responsibilities listed. The post holder is equally responsible for the satisfaction of the users and must therefore ensure that the standards are delivered. This will mean that you undertake activities outside of the job description to ensure that the overall service is maintained.

This job description is intended to give the post holder an appreciation of the role and the range of duties to be undertaken; it does not attempt to detail every activity and it may be changed from time to time to incorporate changing circumstances.  Specific tasks and objectives will be agreed with the post holder at regular intervals

About the Company

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors.

With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.