Job Description:
The reception team serves as a front-line ambassador, creating crucial first impressions that shape visitor experiences and exemplify our commitment to world-class service delivery
Call Management
- Managing incoming calls from internal and external stakeholders
Guest Management
- Welcoming all visitors
- Notifying departmental EA's and/or meeting host of their guest's arrival
- Coordinating with building lobby and other reception desk
- Coordinating with Dining Services team as and when needed / arranging catering for local meetings / events
- Creating and running daily reports from EMS / Book-It
Conference Room Management
- Proactively managing bookings and resolving meeting room conflicts via EMS /Book-It system
- Liaising with other IT and Global Corporate Services (GCS) functions to ensure meetings run smoothly
- Performing daily room checks of all conference rooms; reporting any issues by creating SNOW tickets and monitoring until issues are resolved
Client Knowledge
- Receptionists will need to gain an understanding of the company, so they are able to engage in passing conversation with guests or when fielding questions from callers
- Receptionists must become adept at recognizing key business unit leaders and corresponding EAs and learning any preferences in relation to call forwarding or guest greeting, escorting and delivery.
Physical Reception Areas
- Ensuring the reception area is pristine, clean and tidy at all times
- Reporting facilities issues (e.g., broken / worn furniture, blown light bulbs, dirty floors, carpets, walls etc.) immediately. Raising SNOW tickets, and following up until these items are resolved
- Ensuring newspapers, magazines and publications are current and neatly displayed
- Ensuring wardrobes are empty of debris, and free and clear to accept guests coats and luggage
Corporate Services Coordinator responsibilities:
- Local point of contact for Regional Corporate Services team
- Assist Regional Event Marketing Coordinator with local events
- Mail / print services (including stationary inventory management)
- Subscription services
- Courier management
- Physical Records Management
- Workplace Management requests and work order creation and tracking ensuring tickets are actioned and closed
- Pantry services management
- Security requests and monthly access report management
- Expenses and Invoice Management
Qualifications:
- Minimum 2-3 years of experience in reception, front desk, customer service, or client-facing roles within corporate, hospitality, or financial services environments
- Excellent verbal and written communication skills in English (additional languages an advantage)
- Demonstrated ability to manage high-volume reception duties with strong attention to detail
- Strong organizational and multitasking abilities with effective prioritization skills
- Professional demeanor with a courteous and cooperative approach
- Ability to work independently with minimal supervision
- Client-focused mindset with proactive customer service skills and ability to anticipate needs
- Ability to handle confidential information with discretion and maintain professional boundaries
