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Business Support, Administrative Assistant

JLL
Abu Dhabi, UAE
Contract
Mid
Onsite
4 weeks ago
Customer ServiceReception ManagementEvent CoordinationMeeting Room ManagementVisitor ManagementHospitality
Free

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Customer ServiceReception ManagementEvent Coordination
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Overview

  • Guest Relation Hosts (GRHs) are Employee Experience Ambassadors, committed to providing a superior customer and employee experience.
  • GRHs are the face of our Workplace and client Property team; they are expected to deliver a 5 star hotelier style service and experience to all customers, clients, and employees.
  • The Guest Relation Host team is a client / hospitality service orientated function, responsible for services including hospitality and events management, reception and visitor management, pantry management, meeting room management and client suite services.

Duties & Responsibilities

  • Meeting Room and Client Suite Management: Ensure all meeting rooms are kept clean, tidy and ready for use; pre checks before every meeting including equipment and AV/VC checks.
  • Set up and reset of internal and external meeting rooms, training rooms or conference rooms.
  • Issue Resolution: resolve simple AV/VC, collaboration tools or other meeting and conference room related equipment issues.
  • Support and manage the meeting room booking system.
  • Manage catering requests, AV or VC, room equipment, any special requirements.
  • Ensure meeting room booking system is up to date.
  • Manage meeting room inventory checks.
  • All meeting rooms consumables, including F&B, should be refilled and reset after each meeting where appropriate.
  • Obtain all external attendee names of visitors and prepare a daily visitor arrival list.
  • Encourage and nudge appropriate booking behavior and provide utilization reporting.
  • Conduct regular visual checks on meeting room usage.

Hospitality and Events Management

  • Manage and follow up on the event set up / run down on the respective floor.
  • Assist with coordination of events: supervise the set up / dismantling of event venues, perform risk assessments.
  • Provide food and beverage service for external/ client suite meetings or events.
  • Supervise and be present throughout event.
  • Assist with any ‘ad hoc’ requirements or request related to functions and events.
  • Assist with communications to promote, confirm attendances, create name badges.
  • Assist with any other internal events lead by business as requested.
  • Provide team briefs for wider workplace team on upcoming events.

Reception and Visitor Management

  • Always deliver 5* customer service with a professional and presentable appearance.
  • Meet and greet all staff, customers and visitors professionally and cheerfully.
  • Ensure reception desks, waiting areas and internal meeting rooms are maintained to highest standards of tidiness and cleanliness.
  • Serve as an information source for staff and customers.
  • Be approachable and interact with guests and members of staff of all levels.
  • Manage all visitor categories in line with security protocol.
  • Inform hosts of the arrival of their guests or escort to host/ meeting room.
  • Monitor waiting areas to ensure visitors are collected/attended to in a timely fashion.
  • Issue and control visitor security passes; Liaise and interact with security.
  • Proactive premises inspections, proactively raise work orders for surrounding areas.
  • To be customer focused at all times.
  • Suggest ideas for developing and evolving the reception services.

Pantry and Utility Management

  • Ensure high end user satisfaction for all pantry and social hub services.
  • Ensure sufficient supply of pantry consumables for day to day operations.
  • Ensure stationery cabinets and first aid boxes are replenished with consumables.
  • Proactively check the pantry and social hub areas are kept clean, hygienic, orderly and dry always.
  • Report/ replace lack of stock in centralised utility room supplies of stationery & printer toner.

Other Responsibilities

  • Always ensure seamless communication with community hosts/ FM teams.
  • Manage telephone enquiry services (internally & externally) also known as switchboard services.
  • Support the desk management system in the role of concierge (super user) for a specified zone / sites.
  • Welcome new joiners and provide in person or virtual orientation tours.
  • Ensure full statutory and operational compliance is achieved in line with contract KPI’s.
  • Be aware of changing needs of customers and adjust the service accordingly.
  • Ensure compliance with H&S processes and procedures.
  • Ensure that all agreed service objectives are met in line with client expectations.
  • Provide admin and financial support as and when required.
  • Provide an excellent standard of client service.
  • Any other reasonable requests.

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