Facilities and Reception Team Leader

A leading media company is looking for a Facilities and Reception Team Leader to join their team on a 6-month fixed term basis. You will be the first point of contact for the company staff and their clients in enquires about event spaces and for event set ups, manage, control and monitor efficiently the day-to-day operation of the Helpdesk, ensure smooth running across the customer services department and manage and delegate work across the team to ensure priorities for the business and customers are met efficiently.

Responsibilities:

• Effectively managing all preventative maintenance (PPM) scheduling and reactive service calls, including logging of jobs, seeing through from start to completion, and escalating where appropriate
• Producing a variety of reports regularly, collation of statistics and any other adhoc reporting/analysis requested
• Placing call outs and managing suppliers and arranging engineer visits and access
• Maintain the team calendars, holidays and site issues
• Building relationships and understanding needs of the facilities managers for both the company and their tenants
• Processing new starters through both Oracle and Service Now in order to produce access cards via the AC/VMS system
• Producing new visitor and contractor cards when required
• Responsibility for maintaining access levels via the VMS
• Ordering helpdesk supplies such as cards and printer ink from external suppliers and raising POs
• Building and maintaining a strong working relationship with PA's/EA's and key stake holders to ensure smooth running
• Booking and coordinating events using the event calendar, room booking system and event booking forms
• Liaising with the catering manager for event catering requirements
• Attending event meetings where needed to engage at the decision-making stage ensuring the customers' needs can be met
• Checking all bookings, guest lists, function sheets for accuracy before the start of events. Liaising with other departments when necessary
• Ensuring recharging for event services is correct for both the business and their clients
• Ensuring all visitors are catered for in the correct manner, issuing visitor cards through both the VMS and the tenant spreadsheet
• Answering incoming telephone calls both via the switchboard and internally to then direct the call according to the company's procedures
• Ensuring reception is always presentable
• Liaising with the landlord management team and security as required
• Ensuring that reception is the first point of call for event attendees and issuing passes for access
• Receiving bookings either by telephone, email and the Manhattan booking system
• Ensuring rooms are well managed, setup correct, room is clear and hospitality delivered and collected in line with the users requirements
• Liaising with the catering teams to ensure the correct service is provided
• Assisting with any AV issues which might arise in a meeting

Essential Skills and Experience:

• Minimum of 3 years of working in a Corporate Reception or Senior Hotel Reception
• Excellent Microsoft Office skills
• Strong customer service focus
• Excellent communication skills, both written and verbal
• The ability to create, own and manage personal development plan

If you feel that you fit the above criteria then please apply today by submitting your CV to us.

Please note due to the high volume of applications that we receive only successful applicants will be contacted.

We will process your CV and personal information to assess your suitability for the role. If we wish to consider you further, we will register your personal information in our database once we have contacted you. We may contact you from time to time about other relevant roles. Your personal information will be securely held. For more information please refer to How We Use Your Personal Information.