Client/Stakeholder Management
– Provide superior customer service to meet on‐site client’s expectations
– Build and develop effective client / stakeholder relationships across multiple levels of the organization
– On‐site key point of contact for Facilities in the client’s premises
– Ensure prompt operation of the switchboard and that all phone queries are answered within 3 rings and
directed to the correct person.
– Maintain and update phone directory and phone systems.
– Ensure that reception areas, including desk and seating areas are tidy and presentable
– Meet and greet clients promptly and contact staff member via phone to advise of guest’s arrival
– Maintain brochures and literature are kept up to date and are the most current edition
– Liaise closely with the on‐site team advising them of guests of arrival into meeting rooms and what their
requirements are, if any
– Book meeting rooms as requested and ensure that all conference rooms are cleared promptly and kept in a
pristine condition
– Ensure room set‐ups are in place for training, conference calls, town hall meetings, etc.
– Ensure rooms are stocked with appropriate supplies, as required
– Liaise with facilities to ensure that after‐hours air‐conditioning and lighting requirements are in place for
after‐hours functions
– Ensure that Audio‐Visual services are in place and the necessary preparations have been made and are in
working order and provide assistance as required to ensure a smooth running meeting.
– Process car parking booking requests
– Issue access cards, including entering into the system and handling any relevant paperwork
– Collect and/or receive courier deliveries, receipting in register and contacting relevant staff
– Fulfill any ad‐hoc requests promptly and efficiently to support the facilities team or Client business
– Ensure any faults or defects are noted and reported to facilities team to ensure an outstanding client
experience is maintained
– Assist clients and staff with faxing and photocopying as requested
– Perform duties common to all administrative duties as may be assigned.