We are on the lookout for a professional, welcoming, and experienced Receptionist to join our team. You will perform reception, administration, and secretarial duties efficiently and effectively on behalf of the building in which you are located in.  

You will help facilitate the flow of personnel by managing access points throughout the building and ensuring the maintenance of fob access systems. You will be expected to keep a tidy and efficient reception area, providing a professional and courteous service throughout. You will also be required to handle any phone calls and emails in a prompt, professional manner as well as sorting and distributing incoming mail and packages.  

As a Corporate Receptionist, you will be in charge of managing documentation and ensuring it is stored in the appropriate location or system. Some additional duties will include opening and closing the building, maintaining building security, managing queries and messages from visitors, issuing visitor and staff passes, assisting with emergency evacuations, ordering of consumable goods and more. 

We are looking for someone with a friendly and approachable manner and can always remain professional, displaying sound communication and interpersonal skills. The ideal candidate needs to be IT literate with the ability to prioritise your own workload and work efficiently to agreed deadlines. 

 

Job description

 

Company name:

Mitie

Job Title:

Event Coordinator

Reporting to (position)

Event & Bookings Team Leader

 

 

Our values and behaviours

Delivering the exceptional, every day

 

•       Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.

•       Our promise to our people: a place to work where you can thrive and be your best every day.

•       Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.

•       Our culture – our core values and how we behave:

o   We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.

o   We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie.

o   We go the extra mile: whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA.

o   Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.

o   Our customers' business, is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.

 

 

 

Job objectives and responsibilities

·         Deliver a five start VIP front of house service to a newly refurbished corporate building within central London.

·         To live and breath our client VIP Customer Service Strategy and to be a role model of that Strategy.

·         Consistently drive performance and introduce best in class working practices.

As EMS Operator you will be a key part working with the Hospitality Service Desk team, responsible for providing an end to end 5* customer service experience for all clients requiring meeting room space and service provisions. Plan and execute events to clients and VIP's

 

Main duties

·         To be the lead point of contact to plan and execute events for internal and external meetings

·         To action and respond to all email requests with 48hrs of their receipt.

To ensure all operational procedures and service levels are achieved and adhered to with as per client guidelines/ Procedures.

·         To enter fully the details of all bookings completely and thoroughly.

·         Ensure the requestor for all bookings is fully aware of the details of their booking and confirm the booking by sending an email to the booker and host where appropriate.

·         Confirm all details to events within the given timeline.  

·         Liaise with the catering department regarding requirements, Late Orders and Special Requests.

·         Communicate clearly with the Floor Managers or Audio-Visual Team, any immediate client requests for meeting room adjustments or equipment. 

·         Action requests for Car Park Bookings one week in advance.

·         To train and guide the business in the use of the online meeting room booking tool.

·         To proactively manage your workload, moving and amending bookings in agreement with clients, for maximum room occupancy.

·         Proactive reporting of any identified issues on site as part of the one team approach, taking shared responsibility for the site upkeep.

·         Reporting of any problems or complaints to the Support Services Manager.

·         To be flexible and adaptable in approach to working patterns and systems in order to maintain standards of MMC.

·         Maintain a clean and tidy environment throughout the day, ensuring the clean desk policy is operated at the end of the shift.

·         Responsible for immediately alerting the Client Services Support Manager of any Health and Safety issues.

Attend training sessions relevant to your position when required.

 

 

Person Specification

·         Experienced in delivering VIP customer service in a corporate / hospitality enviroment

·         Customer Service / Hospitality based qualification

·         Strong communication skills (both written and verbal).

·         Competence in computers and software packages including MS Outlook, Word, Excel and PowerPoint.

·         The ability to interact confidently with all levels of business and guests.

·         Proactive and forward thinking approach to work, demonstrating adaptability and a desire to improve on existing working practices.

·         Strongly self motivated individual possessing a can do attitude and a drive to learn.

·         A positive, outgoing personality looking to be part of a strong and established team.

·         Event management

 

 

 

Health and Safety responsibilities

·         Follow Group and company policies and procedures at all times;

·         Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;

·         Use all work equipment and personal PPE properly and in accordance with training received;

·         Report any issues or training needs to your  Line manager and /or  via your divisional incident reporting system;

 

 Information Security

·         Ensure compliance with Mitie's information security procedures in all activities;

·         Proactively identify and report security risks to your manager;

·         Report actual and suspected security incidents;

 

Note

This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.

 

At Mitie we know that ‘our diversity makes us stronger'. We're committed to creating a diverse and inclusive environment where our people can thrive and be their best every day. We are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal. We recognise the unique contributions that you can bring and our people and customers thrive when we get this right