Job
Description
JOB SUMMARY This position is responsible for coordination of hospitality service, preventive maintenance and corrective repair of building systems and equipment. Working under moderate supervision, assists in monitoring daily operations and performance. Utilizes several trade skills such as basic electrical, AV and problem-solving skills. In addition, performing various administrative tasks, including answering telephones and giving information to employees and visitors is often the first point of engagement with employees and visitors. Responsible for making a good first impression for the organization, which can affect the organization's success. ESSENTIAL DUTIES AND RESPONSIBILITIES Respond to client inquiries and concerns. Ensure timely and quality service delivery to clients and follow up with clients to ensure customer satisfaction. Responsible for the reception duties such as answering phone, managing the meeting room, external visitor, internal overseas visitor, pantry management including the stock, preparing for the festive lunch and decoration. Response to the work orders that are assigned to the workplace. Communicate work orders and assist management in resolving problems. Ensure work orders issued are closed in time with customer satisfaction Maintain and check for accuracy on completed paperwork submitted by vendors. Maintains awareness of the workspace. Submits janitorial and maintenance work orders as needed and / or communicates with appropriate partners to address issues. Responds to customers on behalf of other team members (e.g., Facilities Management Team and hospitality management). Process purchase orders and invoices and ensure proper cost center coding, manage the monthly petty cash expense and maintain the yearly operation budget. Manage contracts such as janitorial, landscaping and M&E includes holding regular supplier meetings and completing monthly supplier measurements within agreed timescale Manage building maintenance and all contractors who carry out work on site. Liaise, report and log defects over and above minor rectification, work with M&E engineers to ensure PPM is carried out to schedule. Ensure maintenance is carried out in line with procedures, using the permit to work system where applicable. Ensure Annual Plan is maintained at all times to identify when statutory works, meetings and other key events are being carried out Requests building and housekeeping services as needed. Regular inspection of office equipment to ensure good operating condition. Arranges equipment service as needed. Utilizes and maintains integrity of databases, supports data entry of required reports and other digital tools associated with service delivery, as requested. Maintain and actively work on the account filing system, keeping it up to date and accurate. Escalate urgent issues identified through to the reporting manager Greets employees and update information to client on visitors. Follow the client security process for registration. Arrange escorts as needed. Issues visitor/ worker passes. Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference / meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. Arranges video and / or web conferencing as needed Maintains a file of services including transportation sources, accommodations, and referral contacts. May arrange convenience / hospitality services for guests such as transportation etc. Follows security and emergency procedures as defined for the property. Responds to emergency situations in a calm, efficient manner. Summons appropriate assistance and makes appropriate notifications in accordance with operating procedures. Work with and support other members of the FM team Other duties may be assigned SUPERVISORY RESPONSIBILITIES No formal supervisory responsibilities in this position. Shifts Afternoon Shift QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Interested Candidates can share resume at archana.mattoo@cbre.com
