Receptionist/Facilities Assistant Melbourne

Receptionist/Facilities Assistant MelbourneDate Posted: 10/18/2024
Country: Australia
State/Territory: VIC
City/Suburb: Melbourne
Work Type: Full time
About The Role A highly self-motivated person with a passion for customer service, a team player with great attention to detail. The key focus for this role will be to create a single visual point of contact for Client employees and to act as the primary interface between the internal operations of Client and its clients. Providing services to the highest standards as well as representing Client values in appearance, presentation, and manners.
To promote the company in the most favourable light through the highest levels of personal and professional conduct.To provide a highly efficient and proactive service to Client, its employees, and its clients.To ensure that a high quality of customer service is provided at times that reflects Partner and Client values and which sets the tone for everyone entering the Client premises, whether they be staff or visitors.You will need to demonstrate a culture that promotes Partner's core values of Teamwork, Excellence and Ethics and Blackrock's principles to be a fiduciary to their clients.
Enthusiastically welcome all visitors to Client by greeting them, showing them through the process of registration, keeping them updated about their host/meeting, taking care of their needs during their visit to Client and bidding them goodbye.
Answering the phone in a professional manner consistent with Client's global standard.To ensure reception desk, waiting area and meeting rooms are maintained to the highest standards of tidiness and cleanliness.To wear the client-approved uniform and name badge at all times when on duty and in line with the required standards.To process and manage conference room bookings.Track all visitors, including vendors, visiting employees and providing quality data as required.To alert hosts to their client visitor's presence and keep clients updated about their host's arrival time; ensuring all clients are collected by their hosts.Coordinate security access cards for employees.To understand the Audio-Visual equipment for the meeting rooms and provide or escalate support requirements as necessary.Proactive communicator with all key influencers within Partner.Support contractor coordination for small works.Ensure required vendor compliance documents are collated and up to date.Track onboarding documents and vendor adherence to Client security and access policies and requirements.Carry out regular office inspections and support costing to maintain a "like new" office environment.Restacking of consumables throughout the day, monitor stock levels and replenish supplies as needed.Manage incoming and outgoing courier and other packages or mail.To attend management meetings and any company meetings as required.Any other duties required as part of the role as and when requested in support of the whole office FM service delivery which may include providing support occasionally outside the key hours of operation.Customer ServiceTo ensure that customers are given a prompt and efficient service and expectations are consistently exceeded.To regularly monitor customer feedback and produce an appropriate action plan based on the results.To maintain an effective business relationship with the client by proactively understanding their needs.To ensure that all agreed service objectives are met in line with client expectations.To establish and maintain controls to ensure the security of the premises, materials, and resources.Site Specific RequirementsAssist the Critical Engineer team with administrative tasks, office and IDF room inspections.Ability to deal with technical vendors and manage small technical activities.Onboard CWKs and BSPs.Conduct training and manage the office pool of FoH temp support.Team SupportEnsure the team is fully informed about office operational updates and processes.Provide continual support to the Sydney, Brisbane & New Zealand Offices.Health & Safety ManagementConduct regular audits to ensure safety procedures on site are in place and working.Assist in carrying out safety procedures when needed.Remain aware of Hygiene, Health and Safety policies and Fire Regulations.To record and report all accidents and near misses within the location adhering to company procedures.To ensure all equipment is well maintained and is in good working order.Site Operations ManagementEnsure procedural standards manual (SOPs) are kept up to date and adhered to.Be aware of all projects which are happening within the office that may have an impact on operational delivery.Meet or exceed site Key Performance Indicators (KPIs); monitor Service Level Agreements (SLAs) monthly to identify potential challenges and plan corrective actions accordingly.Manage work orders on the CMMS (Corrigo) by looking ahead to upcoming deadlines and due work. Work with vendors to ensure correct WO paperwork received and returned to maintain auditable process.Support the FM team in the implementation of disaster recovery and business continuity programmes.Follow established escalation procedures and incident reporting procedures.Adhere to Jones Lang LaSalle's business conduct by ensuring compliance with the firm's guidelines, procedures, and strategies.FinanceTo assist in the completion of the financial budget.Process invoices for all Australian sites in line with Partner & Client requirements.You will need to be able to demonstrate the following skills and experiencePrior experience in facilities or related field.Knowledge and experience in engineering coordination/support is an advantage.Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous.Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively.The ability to effectively deal with stressful situations.The ability to work independently.Effective communication.Required Skills, Qualifications & Attributes To be successful in this role, the ideal applicant will possess the following attributes and qualifications: Self-motivated; confident & energetic.Flexible – able to adapt to rapidly changing situations.Goal-oriented – able to focus on meeting all performance targets.A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language required, additional languages beneficial).Critical CompetenciesAble to cooperate and work well with others to meet objectives.Support the team effectively as and when needed.Proven ability to commit to flawless execution while complying with firm's procedures.Client Focus & Relationship ManagementAble to interact with the general client staff & vendors with ease.Ability to manage conflict and conflicting priorities.Demonstrates ability to work with vendors to deliver efficient services.Demonstrates proactive & professional approach to customer service.Has a customer-oriented attitude.Project Management & Organizational SkillsAbility to manage multiple and complex operational matters daily.Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner.If you're interested in being a part of a bigger team full of personality, feel free to apply.
Please note we are only considering candidates with working rights in Australia.

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