Front of House & Senior Administrator

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Front of House & Senior Administrator

Job ID

168223

Posted

10-Jun-2024

Service line

Advisory Segment

Role type

Full-time

Areas of Interest

Administrative

Location(s)

Glasgow - Scotland - United Kingdom of Great Britain and Northern Ireland

This position is full time, permanent and based in our Glasgow office.

General Description

The Front of House and Senior Office Administrator position is a dual role which will provide an efficient service to all staff, clients and guests, in line with CBREs vision and values. This is an integral role in ensuring the smooth running of the client space, office and mailroom. This is a varied position, with scope for progression within a small department which supports all key areas of the business.

Main Tasks & Responsibilities

1. Front of House duties, with shared responsibilities for the below:

• Meeting, greeting and attending to the needs of our clients to ensure a superb customer service experience
• To build a good rapport with all clients & staff and resolve any complaints or issues quickly, to maintain a high-quality service
• Collection of daily mail and sign-off for deliveries to main reception and redirection where required
• To assist in always keeping the reception area presentable
• Set-up meeting rooms to a high standard for clients and senior team
• Book meeting rooms through central program and co-ordinate with teams to ensure appropriate rooms are allocated with efficient requirements
• Ensure that all meeting room bookings and cancellations are processed efficiently
• Liaise with local catering company for in-house events and meetings

2. Senior Office Administrator duties, with shared responsibilities:

• Organisation and distribution of incoming mail, introducing efficiencies where possible
• Issuing outgoing mail to clients, tenants and staff
• Invoice processing for office overheads
• Assist the Office Manager with office operations; including H&S, finance and communications
• Keep weekly stock of office supplies and place orders when necessary
• Processing and physical banking of cheques for the cash team 3 days per week
• Organising and arranging local and international travel for the senior team
• Maintain team mailbox, responding to queries timely
• Arranging secure access and locker allocations for new starts to the business

Additional:

• Adhere to all fire safety test procedures and assist in the evacuation process in the event of a fire
• Undertake any other ad-hoc duties relevant to the post as and when required by request of the office manager or senior team (powerpoint presentations, letter typing, mail merges, internal event planning, diary invites etc)
• Complete all annual training as required

Skills & Experience

• A friendly and welcoming approach
• High standards of dress and presentation
• Ability to remain calm under pressure and to multitask during busy periods
• The ability to work unsupervised confidently
• Excellent interpersonal skills at all levels
• Good administrative skills and the ability to use email, mailboxes, Microsoft packages and booking systems
• Good team working skills