Main Duties and Responsibilities
* Welcome visitors by greeting them, in person or on the telephone, dealing with queries, screening calls and forwarding to the correct department.
* Monitor visitor access, ensuring visitors sign a register.
* Engage with students and staff to answer queries, permit access to rooms.
* Organise pick-ups for couriers on a day-to-day basis.
* Manage post – collect post every day from tenants, frank post, and have it ready for collection from reception. Receive and sort mail and deliveries.
* Update financial records and create purchase orders on QFM.
* Answer telephones, screen/direct calls, manage messages.
* Maintain a preventive maintenance planner for several sites and ensure services are completed when due. Keep track of service reports.
* Liaise with Technical Services team on a daily basis.
* Organise conference and meeting room bookings.
* Complete cleaning checks on a weekly basis of the entire building and maintain a high standard on a daily basis.
* Control inventory relevant to stationery and reception area.
* Ensure reception areas are kept tidy, managing flower arrangements, etc.
* Place call-outs with contractors.
* Liaise with facilities staff from several tenants and coordinate works.
* Administer contracts for sub-contractors.
* Organise quotes for repair works from sub-contractors.
* Maintain a helpdesk log every day.
Person Specification
* Excellent customer service skills.
* Ability to work with and be part of a team.
* Ability to plan, prioritise, and work to strict deadlines.
* Good communication and interpersonal skills with a strong customer focus both internally and externally.
* Experience in a similar role would be beneficial.
* Experience of working in an office environment is essential.
* A basic understanding of invoices and purchase orders.
* A working knowledge of Microsoft Word, Excel, and Outlook.