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Head Receptionist

  • Location

    Dorking

  • Sector:

    Trade / Retail

  • Job type:

    Permanent

  • Salary:

    Not Specified

  • Job ref:

    WRT-2021-06-03-7E2C2595F4E5

  • Published:

    about 5 hours ago

  • Expiry date:

    2022-03-09

  • Client:

    CBRE

Job Description

First voice and face of the company for visitors and occupants, welcomes visitors to the building providing professional support where required to customers, visitors' staff and external third party/contractor providers

  • Always presents a positive and professional first impression; ensures that all staff have and are presented in the appropriate uniform and that the standard of uniform is at the very highest levels

  • The reception area is the first physical space clients and visitors interact with, the receptionist team leader will liaise, if necessary, with other teams on site ensuring that the area is kept clean, tidy, and free of clutter, offering a fresh and nice image

  • Conducts inspections in the reception area and reports any issues in breach of QHSE standards and that fall below the required standards

  • Supervises and assists the receptionists in their performance, acting as an inspiring role model, promoting good practices and behaviour; leads the reception team, ensuring that an efficient and professional manner is maintained

  • Produces, manages, and operates the reception rota, checking future planned absences, planning cover and ensures that Reception staffing levels are met at the contracted levels, reporting any potential need for staff/ overtime to the appropriate line manager

  • Recruits, inducts, and trains the receptionists within the team, conducting appraisals and performance management of the staff, including monthly meetings and records

  • In conjunction with the line manager, reviews the existing standards and procedures while implements best practices to ensure a seamless delivery of the service

  • Records & closes facilities reactive requests (with no associated cost) on Service Insight; works closely with the Facilities Manager/Assistant to Facilities manager in ensuring that the work orders are closed within the agreed time frames' manages any another request as received; prepares monthly reports based on the most demanded requests

  • Manages the visitor management system, currently SAVER, also issuing ID badges to employees, contractors, and visitors as required, preparing monthly reports of the number of badges issued

  • Prepares footfall reports and graphs with the information taken on daily basis from the Security System

  • Coordinates incoming and outgoing calls to the office and manages emails, preparing monthly reports of the number of calls managed

  • Manages Taxi transfers to and from Walton Oaks, preparing monthly reports of the number of transfers managed

  • Assumes the role of Site Admin for the meeting room booking system; ensures room bookings are made with the correct layout & attendee requirements; liaises with and oversees the hospitality service and liaises with AV coordinator to ensure that AV equipment, if requested, is ready for use

  • Ongoing maintenance of the Walton Oaks Facilities website page; Creates Yammer posts that can be relevant for client's colleagues; works with the client's project team, CBRE facilities team, and the incumbent Security supplier to provide the necessary support for annual events

  • Plans, executes, and manages events in coordination with clients and potential new tenants and upon request; this includes, but not limited to, small markets in the street area

  • Ensures that adequate reports are prepared on monthly basis with the number of events managed and supported; conducts additional service tasks as required including timetable information or book visitors for the CBRE team

  • Provides administration and FM related task support to CBRE Facilities Management Team, preparing regular reports and data according to agreed schedule, presenting these to the Facilities Manager; general office administration as required

  • Ensures service delivery by attending regular progress reviews with management and client as requested

  • Works positively and collaboratively with colleagues and clients whilst providing guidance and leadership to the reception team, being an inspiring model for them

Candidate Description

Written and verbal communication skills with good listening skills

  • An excellent customer focused manner with ability to maintain good relationships with customers at all levels

  • People management experience, demonstrating skills to lead and develop people

  • Multitasking and ability to prioritize with excellent organization skills

  • Ability to learn and operate specific software; desktop publishing and knowledge of publishing websites

  • Problem-solving skills with ability to work under pressure

  • Excellent accuracy and attention to detail

  • PC literacy is essential with good working knowledge of Microsoft Office Packages; word processing knowledge and familiarity with Excel are a must

  • Previous experience in a front of house, reception or customer facing role and in a facilities management environment, working in a highly customer focused service delivery role

Employer Description

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Head Receptionist to join the team located in Walton Oaks. The successful candidate will be responsible for providing guidance, direction, and leadership to the reception team to provide a best in class reception services. They will also be responsible for conducting day to day administrative support to the wider facilities management team., As one of CBRE's core global businesses, Global Workplace Solutions (GWS) provides end-to-end services to occupier clients across the entire lifecycle of a building. Our teams help companies improve their operations and reduce costs, through expert facilities management, project management, real estate and energy and sustainability services. Our dedicated teams work across all industries, and support clients ranging from global Fortune 500 companies to single, iconic buildings.

CBRE Group, Inc. is the world's largest commercial real estate services and investment firm, with 2019 revenues of $23.9 billion and more than 100,000 employees (excluding affiliate offices). CBRE has been included on the Fortune 500 since 2008, ranking #128 in 2020. It also has been voted the industry's top brand by the Lipsey Company for 19 consecutive years, and has been named one of Fortune's "Most Admired Companies" for eight years in a row, including being ranked number one in the real estate sector in 2020, for the second consecutive year. Its shares trade on the New York Stock Exchange under the symbol "CBRE."