Job Purpose
The purpose of this position is to provide assistance to the facility management team to ensure the successful competition of client facility needs.
Key Tasks
- Greeting Visitors: Welcome and greet visitors as they arrive, providing a friendly and professional first impression.
- Answering Phone Calls: Handle incoming phone calls, providing information, taking messages, and transferring calls to the appropriate individuals or departments.
- Managing Mail and Packages: Receive and distribute incoming mail, packages, and deliveries, ensuring they reach the intended recipients promptly.
- Maintaining Visitor Logs: Keep a record of visitors, including their names, purpose of visit, and contact information, ensuring security and accountability.
- Assisting with Check-ins and Check-outs: Help guests and clients with check-ins and check-outs, providing necessary information and ensuring a smooth process.
- Directing Visitors: Provide directions and guidance to visitors within the premises, helping them find meeting rooms, offices, or other specific locations.
- Handling Inquiries: Respond to inquiries from visitors, clients, and employees, providing accurate information or directing them to the appropriate resources.
- Managing Email Correspondence: Monitor and respond to emails received in the general reception inbox, forwarding messages to the relevant recipients as necessary.
- Maintaining Reception Area: Keep the reception area clean, tidy, and presentable at all times, ensuring a professional and welcoming environment.
- Coordinating with Security: Collaborate with security personnel to enforce access control procedures, monitor visitor badges, and maintain a secure reception area.
- Managing Office Supplies: Monitor and maintain inventory of office supplies, placing orders as needed to ensure adequate stock levels.
- Handling Special Requests: Accommodate special requests from visitors or employees, such as arranging for catering, transportation, or meeting room setup.
- Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors. Communicates work orders to technicians and assists management in resolving problems.
- Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.
- Maintains files on work orders, proposals, and department files.
- Creates vendor files and checks accuracy on completed paperwork submitted by vendors.
- Trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding.
- Assists with the inspections on the facility campus.
- Uses pc and/or PDA for work order system, email, ESS and training.
- Assist with process and procedure training.
- Operate budgets on behalf of line manager
- Liaison with contractors on ordering and invoicing queries.
- Invoice reconciliation/confirmation for finance.
- Assist as required in; collation of performance management data, delivery of service development initiatives, budgetary control as required.
- Other duties may be assigned.
Education:
- Bachelor degree from reputable organization
- Appropriate professional qualifications.
Skills
- Intermediate written & verbal English
- Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence.
- Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
- Ability to effectively present information to an internal department and/or large groups of employees.
Knowledge
- Facility Services
- Financials
- Vendors Management
- PC Literate with MS Office & Business IT Systems
Experience
- Minimum of two to four years of related experience and/or training.
