Company name: Mitie 

Job Title:  Mobile Corporate Receptionist 

Reporting to:  Becky Ryan

Hours: Part time varied Monday - Friday with the option of overtime when required              Must have their own car and be willing to travel due to the nature of the role

 

The ultimate goal of the Mobile Corporate Receptionist is to own the Reception Area and manage the access/egress of all visitors and contractors in accordance with the Client's defined processes.  To conduct oneself in a warm, professional and engaging manner and deliver The Signature brand standard service that exceeds expectations and creates a memorable experience for all building users (visitors and colleagues).  To be an active and contributing member of the Guest Services team, ready to step in and support any area at any time and go above and beyond expectations.  

Being Mobile you will be scheduled to work at each of our client's locations.  You will be able to adapt, demonstrate agility, and seamlessly adopt and deliver site specific processes, support to cover absences across any Guest Services role, provide resilience and help make our service exceptional.     

To ensure all visitors are appraised of emergency evacuation procedures and made aware of where to enter and leave the Client's premises by way of the designated access points  To positively identify all visitors and contractors before granting access and checking them in  To be highly visible, always available and the “go to” person for queries  To be immaculately groomed, approachable, and helpful always  To always deliver the Signature brand standard experience   To handle special requests including preferences for colleague's and visitor's time on site

 

Experience:  

Operate under a “How Can I Help” mindset  Deliver an experience that is professional, friendly and attentive always  To anticipate the needs of visitors and colleagues   To proactively look out for building issues, ensuing a swift resolution  Proactively manage queues, striving to make the arrival or departure process as efficient as possible     Greet and acknowledge all visitors and colleagues, ensuring they receive exceptional service   Always conduct oneself in a professional manner, adhering to established standards of conduct, department procedures and policies 

 

Process:  

Support onsite facilities inspections, floor walks and service audits  Proactively log work orders  Triage colleague queries received in person, email and online, responding in a timely manner or referring them to the right team or self-service channels  Ensure communication and follow-up on any problems, visitor or colleague requests, and special requirements  Administrative tasks and ad hoc reporting   Manage stocks of visitor passes and other specialist stationery 

Maintain a register of passes issued to and returned by visitors, ensuring that a full audit trail is maintained
  Ordering peripheral items such as IT kit, uniform, stationary   Ensure all colleague queries to the shared mailbox are responded to and actioned on the same day  

Maintain the shared mailbox, ensuring that resolved emails are deleted or filed on the same day
  Register all visitors before the next working day  Act in accordance with health and safety, and manual handling procedures 

 

Service: 

Provide first line response to Audio Visual queries from colleagues arising from IT/AV equipment installed in meeting rooms  Regular checks of meeting rooms, ensuring all kit is functional, and logging work orders as required   To support the setup of communal, event, collaboration, and meeting room spaces  To support keeping collaboration spaces tidy and return furniture as per locally specified arrangements  Learn, know and be able to provide visitors and colleagues with information on city maps and directories, restaurants and pubs, shops, in-house services and daily functions, cultural activities, religious activities, sporting events, entertainment activities, special attractions, doctors, medical centres, transportation options etc  Utilise a “hands on” approach whilst ensuring the service delivery is at the required standard   Establish rapport with frequent visitors; keep the team and relevant departments well-informed about visitor preferences  Creating, updating, and displaying signage as required   Conduct visitor arrival/departure check-in and check-out by managing and issuing access, in a manner aligned with a 5* service  To escalate any feedback relating to the service provided by the service team  Recognize by sight the identities and roles of all senior management (as advised by the Client from time to time), as well as build a good working relationship with the personal assistants of such senior managers 

 

Security: 

Instruct all Employees and visitors to clearly display their identity card and visitor pass whilst on Client's Premises  Carry out daily audits of the visitor and contractor passes and reporting any not returned  Support the Security team in responding to First Aid or Security incidents, and act as Fire Marshal when required.  Maintain vigilance for any safety or security irregularities, taking appropriate action or escalating issues promptly.  Report systems malfunction immediately to ensure swift resolution.  Welcome and manage contractors on site, ensuring compliance with building protocols and security procedures. 

  

Partnership: 

Provide support to the wider service team as and when required   To actively build relationships with other workstreams and partners, to ensure we are operating as OneMitie  Provide ad hoc cover and support to other work areas and teams  Complete any reasonable management request or task  

Person Specification 

1 to 2 years' of comparable experience in corporate workplaces, customer service, or tourism and hospitality 

Exceptional verbal, written, and interpersonal communication skills with core competencies around delivering service excellence
  Immaculate grooming, personal presentation and sense of style    Must be able to identify and resolve issues, and to meet and exceed the expectations of our client  Must be highly proficient in Outlook, Word, Teams, and Chrome  Competent using visitor and space management tools, such as Condeco, ProxyClick, etc  Essential to be able to process large volume of queries across multiple platforms   Core skills required:  Accountability and responsibility, personal organisation, prioritisation, initiative, engaging with the customer, communication, adaptability, attention to detail