Facilities Assistant - Reception

As Facilities Assistant - Reception you will collaborate with colleagues to inspire customer moments of delight and pursue amazing outcomes each day. Be an ambassador of a one team approach within Operations team, representing CBRE and Client brand

You will be immersed in the day to day operations of Facilities Services, providing high quality customer service and experiences creating a fun and safe place to work including reception services, office administration, health & safety activities and Ad hoc service requests.

The ideal candidate will be customer focused, highly motivated, proactive and show great initiative to keep the office running smoothly.

Responsibilities

Quality, Health, Safety and Environment

● It is the overall objective for all of our roles to participate in creating and enhancing our safety culture

● To support this you’ll log quality hazards and ensure resulting actions are closed out. This helps make our spaces safer and improve the safety culture

● You support with all in Country health and safety legislation, ensuring that any activities undertaken comply with relevant statutory and industry related requirements where applicable

● You build you knowledge of and abide by all CBRE & Client Health & Safety Policy and Procedures to ensure a healthy and safe working environment for staff, contractors, customers and clients

● You ensure you are compliant with security and safety standards and that visitors are escorted and contractors do not have access to areas without the appropriate authorisation or supervision

● Safety and security is always in the forefront of your mind and you raise any security concerns immediately to Client security team and your line manager

● You are aware of and follow required emergency prevention and operational controls

● The control of all operational documentation process to ensure compliance with Health and Safety, statutory, regulatory and accreditation requirements held on site and ensuring duplicate documentation is also held as required for audit purposes

● CBRE has deployed well developed and thorough QHSE Log books you are expected to Maintain these as required

● Report all accidents, occupational illnesses and emergencies

● Conduct and manage incident reports, proactive site audits and inspections, report ensuring remediate actions and closure within specified time frame

● To ensure a safe working environment for all you complete monthly compliance tasks assigned to you

● To demonstrate compliance you undertake and support site audits

● You assist with Building Evacuation Team training and drills

● You will embed a culture of safe working and compliance capturing RISE Behaviours 

● You will actively engagement with CBRE communications and announcements

● Relationships are key to our success and you work hard to maintain constructive and positive professional relationships with clients, colleagues and supply partners

Operations

● You actively contribute to team huddles, where applicable

● You ensure all specific facilities issues are logged and ensure remedial actions are completed proactively

● You own the appearance of your space ensuring it is a tidy and presentable at all times

● You are responsible for the provision of high class service and customer / visitor experience

● You provide support to visitors and their host in the use of badging equipment as necessary

● You ensure all visitor badges are returned as they leave the building

● If required you will assist with mailroom provision

● Management of the reception desk and adjacent areas is your passion and you or your team delight in ensuring that they are maintained in a professional and presentable manner at all times, including decorations, lighting, seating, product displays, literature and refreshments etc

● You provide customer telephone and general switchboard support and direct all calls and Client enquiries in an efficient, accurate, professional and pleasant manner where required

● Demonstration of success is key to this role and you will strive to excel in the delivery of KPI's and SLA's for your site

● Review feedback from Client and seek to find improvements to the services wherever possible

● Contribute to the monthly report regarding volume of activity and operational performance

● Maintain constructive and positive professional relationships with all other CBRE colleagues and supply partners

● Continuously seeks to improve the service delivery and customer experience

● You build and develop a trusting relationship with the client

People

● You’ll help to sustain and enhance our team culture of recognition

● Team success is of high importance to you and as such you seek to constantly motivate performance and embed Performance Management cycle

● You actively engage CBRE People team and ensure guidance is provided in all CBRE People policies and processes

Supplier Management

● You manage, coordinate and supervise supplier personnel and subcontractors to ensure satisfactory completion of service delivery

● Supplier performance is crucial in delivering excellence you will log and track supplier related issues and support to ensure the customer receives the best output

● You ensure all supplier compliance processes are met

Project and Programs

● You recommend initiatives to improve the local operations or customer experience and actively encourage your team to do the same

● You recognise the benefit of change and support the deployment of initiatives at site level

● You actively look for innovation that will improve any aspect of the contract

Undertake all other duties & tasks as reasonably requested by your line manager

Based on size, scale and location of your site you may be required to undertake aspects of other roles.

Skills

● Fluency in written and spoken English language

● Strong interpersonal, written and verbal communication skills

● Possess a high level of IT literacy

● Supports team members with decisions on routine matters encouraging innovative solutions, instils team ownership and pride

● Good People Management skills, prioritises team workload, whilst encouraging team development

Knowledge

● A strong understanding of good health & safety practices and promotes a strong Health & Safety culture

Experience

● Motivates team to provide customer service excellence, to understand customer needs and provide customised solutions. Positively engages client as required in a courteous, supportive and productive manner as required

● Experience managing a similar style of operation within a highly customer focussed operation, possibly high quality hotel industry