Hospitality Workplace Experience Receptionist
Employment Type: Full-Time
JOB SUMMARY Responsible for delivering the daily reception functions within Guest Relations. This includes; meeting, greeting and registration of clients, attending to and answering all calls, administering / co-ordination of all meetings as requested by the client ESSENTIAL DUTIES AND RESPONSIBILITIES Functional Accountabilities: Meet and greet large volumes of clients and visitors. Provide assistance based on their needs, including registration if required Announce the arrival of guests to internal staff Guiding internal clients through the Guest Relations intranet site as well as advising clients to book meetings through the Meeting Room Booking System, Condeco Manage meeting room booking system – including booking all future and same day reservations, cancellations and/or amendments to bookings as per the clients requests Ensure meeting rooms are maintained to the established standards. This includes checking rooms to ensure chairs are returned to their correct positions, crockery has been removed, tables have been wiped down, the telephones / AV are in position and there is no debris on the carpet Ensure room statuses are accurate in the meeting booking system; vacant/dirty, vacant/clean by liaising with the catering team Maintain the reception desk in a clean and tidy manner ensuring: Desk is uncluttered and free of unnecessary items/papers/post-it-notes Desk is free of all food and drink items Reception telephones are sterilized on a daily basis and kept in good working order Desk and drawers are free of personal items such as cell phones Ensure reception and public spaces are kept clean and tidy with furniture in appropriate positions at all times. Liaise with cleaning team as needed Ensure catering and AV services in meeting rooms are set up/correctly by liaising with both the catering and AV team. Backfill for AV tech as needed Coordinate any catering, audio visual and equipment requirements requested by the client Ensure all faults with furniture, fixtures and equipment are recorded, reported and rectified Provide administrative support including compiling the key function forecasts and occupancy reports, reporting on statistical information Report any and all client feedback to the manager of the feedback report Rotate to all Guest Relations reception locations as and when directed by the Guest Relations Manager Assist the Guest Relations Manager/Supervisor with any with administrative duties or project work as required Process all incoming reservations Assign reservations to appropriate rooms Ability to organize and action high level of emails, phone calls and room requests Health, Safety & Environment: Report all incidents within specified timeframes Carry out and keep records of safety and spot checks Performs other duties as assigned. SUPERVISORY RESPONSIBILITIES No formal supervisory responsibilities in this position. \n\nQUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and EXPERIENCE HS Diploma or GED required. Previous reception experience in a corporate or five-star hotel environment preferred. A minimum of 0-1 year Front Desk, Concierge, customer service or other hospitality experience is preferred. CERTIFICATES and/or LICENSES None. COMMUNICATION SKILLS Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Comfortable meeting and engaging with new people. Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help. FINANCIAL KNOWLEDGE Ability to calculate simple figures such as percentages. REASONING ABILITY Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills. OTHER SKILLS and ABILITIES Intermediate skills with Microsoft Office Suite, handheld mobile technologies and applications; . Good organizational skills. Ability to work flexible work schedules based on office needs. Physical ability to assist. Able to lift 30 lbs. Strong problem-solving skills. Highly adaptable and flexible. Ability to work independently with little supervision. SCOPE OF RESPONSIBILITY Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor. SAFETY 1. Complete at a satisfactory level all required and assigned HSE training 2. Follow all activity policies and procedures, including all HSE related requirements at all times 3. Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc. 4. Report any condition which you feel could result in an accident or injury and / or stop work if required In addition: 1. Be aware of and understand all safe work practices and procedures and potential hazards associated with the work environment 2. Maintain and wear at all times required appropriate personal protective equipment (PPE) 3. Apply appropriate material handling techniques at all times, 4. Only operate warehouse equipment and machinery (e.g. pallet jacks, manlifts, etc.) if properly trained, qualified and authorized to do so
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