Receptionist

Overall Purpose of the Receptionist

• Greet all visitors with a warm welcome, creating a memorable experience.
• Assist and direct visitors to the appropriate staff member, maintaining security protocols at all times.
• Knowledge of office services, spaces, and amenities available to share with guests helping them feel welcomed and productive.
• Escort visitors to meeting rooms as required.
• Take initiative to proactively address guest needs and answer questions.
• Share knowledge of the office services, spaces, and amenities available to guests and help them feel welcomed and productive.
• Collaborate with team members to communicate trends in guest services and develop best practices and streamlined processes that respond to guests’ needs.
• Immaculate personal presentation and the ability to ensure that the Front of House team maintains a professional image and standard of at all times
• Support coordination of office events

General Duties

• Ensure all Front of House tasks such as visitor pre-registration; mailbox management and event check-in desk/s are completed daily.
• Track all visitors, including vendors, visiting employees and guests, using client provided tool.
• Coordinate security access cards for employees and vendors
• Coordinate printing and issue of visitor badges.
• Accurately book meeting rooms, ensuring that all Catering and AV requirements are booked, and any amendments and cancellations are communicated to the appropriate personnel
• Communicate any systems issues to the Booking System Support Team and/or Technology team as applicable.
• Assist with tracking employee on-boarding/off-boarding processes.

Health, Safety, Security & Quality

• Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures, procedures for visits from local authorities.
• Comply with visitor management processes, ensuring compliance with company security policies.
• Understand & actively support JLL’s HSE and Quality Management programs
• Ensure completion of Visitor Health & Safety Inductions as required.

Essential Duties and Responsibilities

• Flexibility to cover as required and to work across all the departments.
• Efficiently support Client Managers, PA Community and other end users.
• Promotes high level of satisfaction among customers by promptly responding to their service requirements.

Additional Duties and Responsibilities

• Working closely with FOH/Events Coordinators to ensure seamless cooperation within the departments.
• Maintaining good relationship across the contract with other departments such as catering, cleaning, security, facilities etc.
• Constantly improving relationship with client.
• Assisting managers and FOH /Events Coordinators on site with any reasonable request.
• Providing occasionally support to other team internally (People, Admin) in performing some additional tasks when time permits using Microsoft office tools
• Maintain office supplies,
• Manage mail distribution

Skills

• 5-star customer service skills, creating experiences that go beyond the expected.
• Fluent in French and English
• Proficient computer skills in Microsoft Office programs such as Excel, and Word.
• Excellent communication skills, a proactive approach to work and highly attention to detail.
• Excellent organisational and time-management skills.
• Experience in complaint handling.
• Ability to multitask and implacable attention to details.
• Ability to remain calm under pressure, use initiative and manage changing priorities as they arise

Experience

• 3 years of experience in a Luxury Hotel Customer Service / Room Reservations environment (strongly preferred).
• Experience with Room Bookings systems such as NFS, Condeco, EMS, FM Facts, Delphi, Data craft, Opera is desirable.