Receptionist

Job Scope:

• Provide support on handling visitor management and access to staff using the global visitor management system plus coordinating with Corporate Security/Badge Team on access
• Assists in the procurement of supplies and services as required
• Provide support in conducting site inspections and assessments prioritizing meeting the customer needs and daily expectations
• Help to maintain premises especially reception counter and reception area neat and in good working condition at all times
• Oversee event management, room bookings, calendar invites, and assist with basic IT troubleshooting (AV/VC)
• Coordinate with pantry staff to ensure the pantry, office, and other supplies are always in stock
• Provides support to the FM Team in handling and attending to inquiries on space management and seat allocations
• Achieve KPI and SLA targets
• As needed, assist in the management Of all contractors on site to ensure they perform to the required standards

Additional scope:

• Meet and greet visitors and customers, register visitors into site and provide general Amazon telephone answering and call transferring services. Answer the general access phone line professionally, responding to general questions, inquiries, and transferring calls as needed. As assigned support the conference room scheduling and helpdesk services.
• Maintain the front desk and lobby areas in a neat and organized manner and in compliance with all governing codes and regulations.
• Project a highly professional manner at all times, representing client in a positive fashion. Comply with all client dress-code guidelines.
• Contact the appropriate client employee to meet their visitor(s) in the lobby. Ensure building specific access processes and policies are enforced.
• Respond to inquiries from internal and external customers regarding such information as: locations Of offices/rooms, local services, and local amenity information.
• Receive incoming accountable deliveries (i.e., Fed Ex, UPS etc.) and facilitate the distribution of deliveries to the proper department locations and customers through the mail services function. This service mainly applies to regional offices where reception handles mail services as well. Where a shipping and receiving service exists redirect all deliveries to the shipping and receiving area.
• Arrange for local taxi service and courier pickups as requested.
• Contact security immediately for all types of security breaches and problem situations.
• Initiate emergency procedures as warranted and consistent with assigned location emergency response guidelines.
• Perform ongoing administrative support functions as time and skill level permits.
• Maintain client confidentiality at all times.
• Receive and distribute mails/parcel/documents, as needed.
• Maintain and distribute location phone lists.
• Maintain visitors log and issue visitor badges.
• Adhere to client safety, security and emergency response procedures when threatening calls are received (i.e., bomb threat etc.)
• Receptionist personnel will notify regional security or local authorities if an emergency situation should require escalation.
• Work with Building Management for security forms, visitor lists, and vendor coordination
• Handle UGV & BOLO processes.