Receptionist & FM Support

This integral in operations combines administrative support, facility management, and hospitality services. Employee will be responsible for managing switchboard operations, processing courier mail, handling purchase orders, and maintaining various Client apps. They will participate in Emergency and HSE Team activities, assist in maintaining compliance with Client's HSE procedures, and support evacuation protocols.

A key aspect of this role involves enhancing the employee experience through facilitating on/off-boarding procedures, managing meeting room reservations, and coordinating food services. The Support will serve as a primary point of contact for onsite services, collect and act on employee feedback, and liaise between the team, Client team, and suppliers.

Additionally, the role encompasses events and community management, including coordinating employee activities, fostering a sense of community, and tracking engagement metrics.

OPERATIONS:
Reception Coverage:

• Present a professional first impression
• Welcome visitors
• Support in issuing ID badges
• Manage call centre switchboard and emails
• Handle mail correspondence (incoming and outgoing) and register them on Client's tool
• Overview and maintain mailroom and WX team's cupboards
• Update mailroom applications
• Manage access cards when needed

Administrative Support:

• Perform general office administration,
• Support RIM procedures by coordinating pick-ups and deliveries and following up on costs and documentation
• Inventory tasks, and additional services like organizing taxis, parking and transfers
• Support on fleet management (toll devices, fuel cards etc)
• Implement contracts and follow up action on soft and hard services

Facilities Management Support:

• Provide administrative, financial, and related support
• Book and cancel meeting rooms
• Ensure that headcount lists are updated
• Ensure compliance with client procedures and standards.

Hospitality and Induction:

• Implement hospitality plans
• Support with catering services, consumable orders and proceeding with relevant Purchase Orders as requested by the client
• Manage events
• Communicate with parking providers.
• Operational and Building Maintenance:
• Ensuring that MRs and SPOC are according to client's standards daily
• Represent the client to Greek Postal Services and local police department if needed
• Manage client apps.
• Handle meeting room reservations, participate in emergency procedures
• Programs, Procedures, Training, and Tools: FM Pulse Assessment Program Deliverables Monthly; KPI reports
• Monitor Maintenance contractors' work
• Manage and oversee the assessments of building system's condition
• Assess the condition of the facilities structure, interiors, exteriors, and grounds.
• Conduct facilities inspections (Building Rounds). Issue corrective works as needed.
• Ensure engineering team completes the annual review of building equipment maintenance.
• Ensure all corrective work orders assigned to the facilities are completed or re assigned to a vendor for completion.
• Perform Monthly condition / inspection reports and surveys.
• Manage and Support Client's fleet operations
• Work orders and requests based on findings - through Si7
• Monitor and manage the deployment of services and action requests through the ticketing system - Si7
• Proactively ensure general office space is tidy and clean at any time.
• Collect and register invoices, contracts and relevant documentation and store it accordingly
• Provide regular reporting of monthly operations activities
• Be the main point of contact of Building maintenance
• Support all building services (food services, cleaning, grounds maintenance, supply services)
• Complete vendor / contractor evaluation score for routine services
• Develop policies and guidelines related to usage and maintenance.
• Be aware of contract services performance
• Gather and provide necessary documentation and certificates to audit processes.
• Assist and organize coordinating with vendors for events, if required.
• Assist during moves and shuffles organizing actions, if required.
• Communicate with landlord regards scheduled maintenance
• Monitor preventive maintenance schedule and collect the relevant documents
• Monitor the hours of external vendors/contractors and create monthly reporting and ensure HSE compliance with Client Standards
• Monitor maintenance teams while on site and ensure that all permits/measures are in order
• Proceed with annual training to permanent on-site contractors on emergency and Life Saving Rules
• Onboarding and Offboarding:
• Support and follow up on induction and offboarding procedures (emergency lists, emergency phone, fuel cards etc) when needed
• Ensure compliance with security standards.
• Vendor and Service Coordination:
• Coordinate hospitality services,
• liaise with teams and suppliers
• ensure service utilization and engagement reporting
• Record the hours-of-service crews and report them accordingly
• Collect and register invoices, contracts and relevant documentation and ensure archiving based on compliance for all operational maintenance

Compliance and HSE:

• Adhere to compliance, HSE, and security procedures,
• Monitor maintenance schedules,
• Participate in the HSE team
• Ensure contractors are aware of HSE alerts and the implementation of them
• Prepare and update environmental data
• Keep records of recycled paper and generate reports on environmental data

Skills required, Key experience required, educational background, Personal characteristics:
Essential Skills

• University/College graduate.
• Previous experience in a front of house, reception or customer facing role.
• Good working knowledge of Microsoft Office packages and IT literate.
• Previous experience in a facilities management environment.
• An understanding of local health and safety legislation and energy management.

COMMUNICATION

• Good client relationship skills and able to work positively with stakeholders.
• Good written and oral skills in English and Greek. Additional languages are useful.
• Good spoken and written language skills in local language.
• A team player and able to work positively with others across borders and remotely.

OTHER SKILLS / ABILITIES

• Demonstrates strong liaison and provide escalation to landlord service provider and follow up.
• Excellent accuracy and attention to detail.
• Numerical skills and some financial acumen.
• Team player.

• Good organizational skills.

• PC literacy is essential.

• Client first; understanding customer needs; good communication skills.
• Operational excellence: competence to deliver; integrity; QHSE. 1-2 years of experience in a similar role, preferably in a corporate environment
• Excellent command in English and local language (Greek) both verbal and written
• Client service oriented and brings know-how in client care
• Has a positive, solutions driven attitude and brings added value to the team
• Organized individual with attention to detail
• Communications skills
• Key experience required