Receptionist

Mace

Diegem, Belgium

The opportunity

Effectively manage the day to day admin of the reception area providing a first class service in a professional and efficient manner, ensuring the first impression is of the highest standards whether in person or over the telephone. This will include bookings for meeting rooms, logging helpdesk jobs, clearing of meeting rooms and setting up catering in meeting rooms as required.

Ensure services are delivered to the agreed service levels and to develop strong relationships with visitors and staff at all levels.

Your responsibilities will include

  • Meeting and greeting visitors to the building;
  • Arranging of visitors passes as required and keeping close control of live cards and auditing these regularly;
  • Advising staff of guest’s arrivals;
  • Organising refreshments for waiting guests;
  • Ensuring that visitors and contractors passes are issued and all details are logged on the relevant system. Retrieving passes when the visitors/contractors leave the premises;
  • Ensuring that the client facing areas are kept clean, tidy, fully equipped and display the appropriate branding, and is setup and ready for use;
  • Reporting faults and issues to the onsite facilities team and contractors;
  • Ensuring health and safety and evacuation procedures are communicated to all new starters and visitors attending site;
  • Answering the switchboard announcing all calls and taking messages as required;
  • Ensuring cleaning inspections/audits are carried;
  • Raising purchase orders and goods receipt;
  • Updating the telephone list as necessary and re-programming the switchboard;
  • Booking all board meetings with information taken from the corporate calendar and liaising with IT for telepresence bookings, video conferences etc.;
  • Checking the meeting rooms are clean and tidy at all times;
  • Arranging of catering for all staff and lunch meetings and updating of menu’s on the system;
  • Assisting the hospitality assistant with lunch orders on busy days as required;
  • Assisting hospitality staff at busy times and setting up catering for meeting rooms after 16:00 once the hospitality assistant has left for the day;
  • Compiling daily visitor list for the next day and hand to security at 17:00;
  • Assisting visitors on hospitality floor with their requirements;
  • Reporting any maintenance/facilities issues to the helpdesk team;
  • Assisting the facilities team with admin duties as required;
  • Carrying out duties as fire warden in the event of an emergency evacuation for reception and meeting room suite area. Assisting the facilities assistant with recruiting and training of first aiders and fire marshals and maintaining relevant records;
  • Uploading and manage the documents on PRISM.

About you

You are digitally savvy, can build lasting client relationships. Previous experience of booking meeting rooms and dealing with senior executives in a blue-chip corporate environment. You will have a facilities management background and be hungry to grow your career and enjoy the opportunities Mace have to offer.

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© EuroJobsites 2022

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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