Reception Services Assistant

The Role

•Perform duties related to reception/switchboard, including call and visitor handling on site 5 days a week.
•Provide meeting support, e.g. ensure meeting spaces are stocked and tidy, organize catered meals and provision special equipment.
•Manage print, post and courier services.
•Oversee stationary supplies and stock levels. Place orders and maintain proper records.
•Print, bind and produce client reports/proposals/other materials in a timely and accurate manner
•Monitor Facilities Services E-mailbox/phone/Service ticket status and respond promptly to inquiries.
•Help maintain overall cleanliness and order of office space; ensure equipment is maintained.
•Work with building management and office management to arrange repairs and maintenance.
•Assist in coordination of workstation move and other space adjustments. 
•Maintain up-to-date Emergency Procedures and business continuity documents; assist with Emergency Notification System tests, registrations and records.
•Assist with on-boarding of new colleagues, including IT requirements and other Service Now tasks.
•Provide colleagues with a working telephone/voice handset.
•Help manage business records, e.g. update file management systems.
•Perform other Facilities Services duties as assigned by the Facilities Services Leader/Manager/Sup.
 

The Requirements

•Exceptional customer service skills
•Strong interpersonal skills, and the ability to deal professionally with clients, vendors and associates on the phone and in person
•Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
•Reliable and punctual
•Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively
•Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
•Good knowledge of Microsoft Office suite and Outlook 
•Knowledge of AV equipment and limited technology in a meeting environment
•1-2 years experience in a professional office environment providing general office and/or facilities support
•May occasionally require additional commitment outside of normal business hours
•High School diploma, certificate or official equivalent is minimum education required
•Reception services experience

 Equal Opportunity Employer