Front of House Coordinator

Job Title

Job Description Summary

Job Description

Front of House Coordinator

Global Occupier Services

London

Cushman & Wakefield is a global leader in commercial real estate services, helping clients transform the way people work, shop, and live. The firm’s 53,000 employees in more than 70 countries provide deep local and global insights that create significant value for occupiers and investors around the world.

Cushman & Wakefield is among the largest commercial real estate services firms with revenues of $10.1 billion across core services of agency leasing, asset services, capital markets, facilities services (branded C&W Services), global occupier services, investment management (branded DTZ Investors), tenant representation, and valuations & advisory.

We have an exciting opportunity for a talented Front of House Coordinator to join our market-leading Global Occupier Services business, working with a prestigious client based in London.

Core Responsibilities:

• To manage the front of house reception desk, meeting rooms and deal with local requests in an efficient, professional and friendly manner, providing support to the on site team and working closely with the Facilities Manager to ensure all the needs of local stakeholders and C&W are met on a daily basis.
• To ensure service is maintained at high level in front of house coordinator and facilities assistance absence, maintain and update generic site manuals.
• Answer switchboard and maintain a rapid response rate according to agreed SLA.

• Issue all permanent, temporary security passes for staff, contractors and visits – maintaining monthly access reports and comms room reports.
• Be able to operate office stationery machinery including photocopiers, scanner, laminating.
• Manage team hot desks, office space and meeting rooms bookings for employees and external visitors.
• Upload utility invoices to MetLife SharePoint.
• Manage Post /Courier internal and external Log and monitor all operational requests through to completion via FAMIS 360 including uploading all service reports and consumable delivery dockets.
• Complete daily / weekly housekeeping checks and stock audit
• Responsible for ordering monthly consumables (all sundries including but not limited to breakfast supplies, coffee, milk, stationery) via Ariba and Vendor.
• Organizing off-site storage for confidential files.
• Oversee Reactive and Planned Maintenance at Dublin. Ensure timely completion of work orders and chase vendors for supporting documents for both sites and upload against ticket in Famis.
• Monitor open work orders in Famis.
• Maintain records of maintenance activities, repairs, and facility related documentation.
• Ensure Vendor Insurance, contracts and RAMS are up to date
• Ensure all contractors working on-site have reviewed and signed the C&W Contractor Site Induction and Evaluation.
• Monitor and order weekly breakfast supplies for Dublin.
• Manage the temp reception cover FRS Agency, approve hours online, update PO tracker cost file, set up temp MetLife account.

Meeting Room Management:

• Managing meeting room bookings and arranging catering requirements if requested.
• On day of meeting prepare room including set up for catering and arranging cleaning schedule for room cleaning, be available to assist if required.

Executive Services:

• Supporting EA’s when requested by MetLife team at site.
• Following agreed procurement guidelines make bookings as requested for Couriers, travel including flights, cars, hotels and external meeting rooms for MetLife Executive Management, and visitors.

Finance:

• Collate information HMRC visitor log from EA’s monthly for the Tax Department.
• Process invoices raised requisitions and generate PO’s through Ariba
• Manage and maintain a recording system for receipt for consumables, access passes, delivery notes, statements and invoices.
• Update PO invoice tracker with the monthly forecast for variable costs before the 20th of each month.

Personal Specification:

• Excellent interpersonal skills with the ability to establish strong working relationships with clients, visitors and colleagues.
• Excellent personal presentation including wearing of smart clothing at all times, good attendance and time keeping.
• To be organized, helpful and have an excellent knowledge of the site.

This job description sets out the main duties of the position at the date it was written. Such duties may vary from time to time without changing the general character of the position or the level of responsibility entailed. Such variations cannot of themselves justify a reconsideration of the grading of the position.

Cushman & Wakefield is an equal opportunity / affirmative action employer. All qualified candidates will receive consideration for employment without regard to ethnicity, gender, gender identity or expression, sexual orientation, age, disability, religion, marital status, or any other legally protected characteristic. Cushman & Wakefield is committed to equity in employment, and our goal is to have a diverse, inclusive and barrier-free workplace. If you are a person with a disability and need any other accessible accommodations during the hiring process, you are invited to bring this to the Talent Acquisition Advisor’s attention once they have made contact.