Job Description

Front of House Coordinator

Company name: Mitie

Job Title: Front of House Coordinator

Preston - Newfield Rd

Monday - Friday 07:30 - 16:30

12.60 an hour - 15,768 pa

Reporting to:

Karen Beckley

Job objectives and responsibilities

The ultimate goal of the Front of House Coordinator is to own the Reception Area and manage the access/egress of all visitors and contractors in accordance with the Client's defined processes. To conduct oneself in a warm, professional and engaging manner and deliver the Signature brand standard service that exceeds expectations and creates a memorable experience for all building users (visitors and colleagues). To be an active and contributing member of the Guest Services team, ready to step in and support any area at any time and go above and beyond expectations.



Does this sound like something you would be great at? We would love to hear from you!




To ensure all visitors are appraised of emergency evacuation procedures and made aware of where to enter and leave the Client's premises by way of the designated access points To positively identify all visitors and contractors before granting access and checking them in To be highly visible, always available and the "go to" person for queries To be immaculately groomed, approachable, and helpful always To always deliver the Signature brand standard experience To handle special requests including preferences for colleague's and visitor's time on site, as well as show intuition and empathy in all kinds of situations

Main duties

Experience:


Operate under a "How Can I Help" mindset Deliver an experience that is professional, friendly and attentive always To anticipate the needs of visitors and colleagues To proactively look out for building issues, ensuing a swift resolution Proactively manage queues, striving to make the arrival or departure process as efficient as possible Be the face of the facilities team by providing tangible service that is visible and easily accessible Greet and acknowledge all visitors and colleagues in the reception area as they arrive/depart/pass by, ensuring they receive exceptional service Always conduct oneself in a professional manner, adhering to established standards of conduct, department procedures and policies




Process:


Support onsite facilities inspections, floor walks and service audits Proactively log work orders Triage colleague queries received in person, email and online, responding in a timely manner or referring them to the right team or self-service channels Ensure communication and follow-up on any problems, visitor or colleague requests, and special requirements Administrative tasks and ad hoc reporting Manage room bookings using our online platform Cross train at other sites within the region and cover when needed Manage stocks of visitor passes and other specialist stationery Maintain a register of passes issued to and returned by visitors, ensuring that a full audit trail is maintained Be aware and up to date with "what's on" in the building (workplace experience events, and planned maintenance) Ordering peripheral items such as IT kit, uniform, stationary Ensure all colleague queries to the shared mailbox are responded to and actioned on the same day Maintain the shared mailbox, ensuring that resolved emails are deleted or filed on the same day Provide a daily forecast to the FM and leadership team as to how many visitors are expected Act in accordance with health and safety, and manual handling procedures




Service:


Provide first line response to Audio Visual queries from colleagues arising from IT/AV equipment installed in meeting rooms Regular checks of meeting rooms, ensuring all kit is functional, and logging work orders as required Utilise a "hands on" approach whilst ensuring the service delivery is at the required standard Establish rapport with frequent visitors; keep the team and relevant departments well-informed about visitor preferences Creating, updating, and displaying signage as required Conduct visitor arrival/departure check-in and check-out by managing and issuing access, in a manner aligned with a 5 service
To escalate any feedback relating to the service provided by the service team Managing mail in/out, notifying colleagues of items for collection.




Security:


Ensure all temporary passes are only provided to Client employees following confirmation of identity in line with prescribed client policies Instruct all Employees and visitors to clearly display their identity card and visitor pass whilst on Client's Premises Maintain vigilance for any safety or security irregularities, taking appropriate action or escalating issues promptly. Report systems malfunction immediately to ensure swift resolution. Welcome and manage contractors on site, ensuring compliance with building protocols and security procedures.




Partnership:


Provide support to the wider service team as and when required To actively build relationships with other workstreams and partners, to ensure we are operating as OneMitie Provide ad hoc cover and support to other work areas and teams Complete any reasonable management request or task

Person Specification

1 to 2 years' of comparable experience in corporate workplaces, customer service, or tourism and hospitality Exceptional verbal, written, and interpersonal communication skills with core competencies around delivering service excellence Immaculate grooming, personal presentation and sense of style Comfortable with wearable and mobile tech (radios, headsets, tablets) Must be able to identify and resolve issues, and to meet and exceed the expectations of our client Must be highly proficient in Outlook, Word, Teams, and Chrome Competent using visitor and space management tools, such as Condeco. Essential to be able to process large volume of queries across multiple platforms


We are on the lookout for a professional, welcoming, and experienced Receptionist to join our team. You will perform reception, administration, and secretarial duties efficiently and effectively on behalf of the building in which you are located in.



You will help facilitate the flow of personnel by managing access points throughout the building and ensuring the maintenance of fob access systems. You will be expected to keep a tidy and efficient reception area, providing a professional and courteous service throughout. You will also be required to handle any phone calls and emails in a prompt, professional manner as well as sorting and distributing incoming mail and packages.



As a Corporate Receptionist, you will be in charge of managing documentation and ensuring it is stored in the appropriate location or system. Some additional duties will include opening and closing the building, maintaining building security, managing queries and messages from visitors, issuing visitor and staff passes, assisting with emergency evacuations, ordering of consumable goods and more.



We are looking for someone with a friendly and approachable manner and can always remain professional, displaying sound communication and interpersonal skills. The ideal candidate needs to be IT literate with the ability to prioritise your own workload and work efficiently to agreed deadlines.