Job Description

Overall Purpose

The Meeting Room Coordinator/ Facilities Assistant will be permanently based on site on a tenant floor, between multiple floors to assist the meeting rooms set-ups and events set-ups. May need to cover the reception desk sometimes depending on the needs of the business.



As a Meeting Room Coordinator/ Facilities Assistant you represent St James and St James' clients. We provide our customers and clients with a high level of customer service and professionalism. To go the extra mile to keep our customers and clients happy.



To liaise with the occupiers and make the building your own, always keeping in mind a 5customer service approach.

Duties and Responsibilities

The tasks you will be responsible for include:

To take full ownership of the meeting rooms across all designed areas/ floors, making sure that they are always kept in the best possible order, liaising with the site manager, cleaners, facilities, maintenance, security and other departments as deemed necessary. To be first point of contact for occupiers hosting events in the meeting rooms and other spaces, which include reception and terrace areas on the 8th Events can be booked with a finish time of 11pm at the latest, so the successful candidate needs to be prepared to support these events, via lieu time, in the evening, on a rotational basis with the other members of the building team. To take full ownership when covering hospitality and / or reception duties. Ensuring that all functions are carried out in accordance with stipulated protocols and procedures. Ensuring meeting rooms and Event set ups are ready for clients and their guests' meetings. Prepare meeting rooms prior to events, ensuring all equipment and materials are in place (e.g., AV equipment, seating arrangements, catering supplies). The role involves daily manual handling tasks, such as lifting, moving, and setting up equipment, furniture and materials. The successful candidate must be physically capable of carrying out these duties safety and in accordance with health and safety regulations. To assist guests and visitors, occupiers and clients with their queries, comments and suggestions in a knowledgeable and professional manner. Assist in planning and executing corporate events, including conferences, workshops, and seminars. Coordinate with internal and external vendors for catering, audiovisual support, and other event services. Provide exceptional customer service to all clients, addressing questions, concerns, and special requests promptly. Ensure a welcoming and professional atmosphere in all meeting and event spaces. Manage the logistics of events, including setup, breakdown, and post-event clean-up. Monitor and maintain inventory of supplies and equipment, placing orders as necessary. Collaborate with various departments (e.g., IT, Facilities, Catering) to ensure all aspects of events and meetings run smoothly. Provide clear and timely communication to clients regarding any changes or updates related to their bookings. Manage difficult calls and/or distressed callers in a calm and professional manner Making sure the relevant St James Operations Manual, occupiers' procedures, phone database is up to date. Being a presentable and professional first point of contact for all guests, visitors, occupiers and clients to the building, as outlined in the St James Guide. Being responsible for the meeting and greeting of all guests and visitors to the building and providing them with exceptional service. Signing in guests and visitors according to security procedures and processes and directing them to the relevant floors. Where appropriate, reporting of accidents or incidents. To create and maintain reports for the client as and when necessary Have good knowledge of meeting room space, meeting requirements, and be able to liaise with the site manager in a timely manner Ensure the storage areas, pantries and reception area are kept organised, clean and tidy at all times. To be "in post" ready to greet at allocated time. To maintain good working relationships with colleagues. Adhering to St James policies and procedures, code of conduct and to be fully conversant with the emergency procedures in relation to Health & Safety issues. Any other duties as deemed necessary to support the client, customer, colleagues and St James.

Knowledge:

Proven working knowledge of customer service experience. Previous experience is essential in a similar background, including hotels or high-end F&B. Good command of the English language. Working knowledge of IT with experience of using Microsoft Office.

Skills:

Good interpersonal skills, flexible to work with a range of styles and personalities and according to business demands. Excellent customer service skills. Someone with a 'can do' attitude who works hard to build strong relationships in a team Strong efficiency and motivation. Excellent punctuality. Outgoing and "can do" attitude. Innovation and creativity. Tact and diplomacy. * Proactive and helpful.