Description
Meeting Room and Client Suite Management
Professional, well-groomed, and well-trained staff available to meet
, greet and guide colleagues and clients to the respective meeting location. Visitor and client experience shall be professional, warm and genuine
Ensure all meeting rooms are kept clean, tidy are ready for use
– ensure
highest level of cleaning standards.
Pre- checks to be conducted before every meeting including equipment and AV/ VC checks
Set up and reset of internal and external meeting rooms, training rooms or conference rooms
. Manage rooms to be set up appropriately according to individual booking and equipment requests. Rooms should be reset as appropriate in line with daily booking schedules
Issue Resolution
- resolve simple AV/ VC, collaboration tools or other meeting and conference room related equipment issues
Support and manage the meeting room booking system
, which includes booking all forward and same day reservations, cancellations and / or amendments to bookings as per client requests (site depending)
ensuring frequent communication with end user
on their booking
Manage catering requests, AV or VC, room equipment, any special requirements
etc.... liaise with FM team/ catering/ security/ any other vendors as appropriate to ensure all requests are fulfilled accordingly
Ensure meeting room booking system is up to date
- details for rooms are correct, assist with any booking inquiries and liaise with supporting teams if necessary
Manage meeting room inventory checks
All meeting rooms consumables, including F&B, should be refilled and reset
after each meeting where appropriate
Obtain all external attendee names of visitors
and prepare a daily visitor arrival list for the next working day
Encourage and nudge appropriate booking behavior
and provide utilization reporting including block booking, no shows etc....
Conduct regular visual checks
on meeting room usage (vacant or in use) to support ad hoc analysis of bookings vs utilization
Hospitality and Events Management
Manage and follow up on the event set up
/
run down
on the respective floor, ensuring everything is in order including technology assistance and all teams involved are prepped for required activities
Assist with coordination of events
: supervise the set-up / dismantling of event venues, perform risk assessments. Liaise with necessary teams (security, housekeeping etc....) as necessary to ensure a consistent level of service
Provide food and beverage service
for external/ client suite meetings or events. Manage with Hospitality lead and coordinate with vendors if necessary for large catering functions, fine dining, any special requests etc....
Supervise and be present
throughout event
Assist with any ‘ad hoc’ requirements
or request related to functions and events
Assist with communications
to promote, confirm attendances, create name badges etc....
Assist with any other internal events
lead by business as requested
Provide team briefs
for wider workplace team on upcoming events, conferences, client suite events to ensure up to ensure all teams are aware of activities
Reception and Visitor Management
Always deliver 5* customer service with a professional and presentable appearance
Meet and greet all staff, customers and visitors professionally and cheerfully
Ensure reception desks, waiting areas and internal meeting rooms are maintained to highest standards of tidiness and cleanliness as outlined in any operational KPIs
Serve as an information source for staff and customers- assist and advise with any inquiries on building facilities, meeting room locations, special events, surrounding amenities as appropriate
Be approachable and interact with guests and members of staff of all levels in a professional and friendly manner
Manage all visitor categories in line with security protocol
Inform hosts of the arrival of their guests or escort to host/ meeting room (in line with security practices)
Monitor waiting areas to ensure visitors are collected/attended to in a timely fashion, interacting as appropriate
Issue and control visitor security passes; Liaise and interact with security to guarantee a safe working environment for all visitors and staff
Proactive premises inspections, proactively raise work orders for surrounding areas to report any maintenance issues, cleanliness issues or system faults where necessary
To be customer focused at all times, by being visible at the reception desks and developing relationships with staff and customers
Suggest ideas for developing and evolving the reception services and assist in implementing these ideas
Regularly monitor customer feedback and produce an appropriate action plan based on the results
Welcome new joiners and provide in person or virtual orientation tours/ supporting documentation and media
Brief visitors on arrival on fire evacuation procedures- emergency exits, evacuation routes and assembly points Pantry and Utility Management
Ensure high end user satisfaction for all pantry and social hub services. All pantry consumables shall be of good quality and appropriate selection is provided
Ensure sufficient supply of pantry consumables for day to day operations- replenish/ order stock if necessary
Ensure stationery cabinets and first aid boxes are replenished with consumables
Proactively check the pantry and social hub areas are kept clean, hygienic, orderly and dry always. Raise work orders for identified issues
Report/ replace lack of stock in centralised utility room supplies of stationery & printer toner
Other responsibilities include (but not limited to):
Always ensure seamless communication with community hosts/ FM teams to ensure an efficient and consistent level of service is achieved
Manage telephone enquiry services (internally & externally) also known as switchboard services
Support the desk management system in the role of concierge (super user) for a specified zone / sites
Welcome new joiners and provide in person or virtual orientation tours/ supporting documentation and media
Ensure full statutory and operational compliance is achieved in line with contract KPI’s
Be aware of changing needs of customers and adjust the service accordingly in line with global standards
Ensure compliance with H&S processes and procedures, including internal and external audits
Ensure that all agreed service objectives are met in line with client expectations
Provide admin and financial support as and when required
Provide an excellent standard of client service
Any other reasonable requests
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