The purpose of this position is to perform General Office service duties in accordance with Standard Operating procedures and work as a team member interfacing seamlessly to deliver an Integrated Facility Management program. The primary focus is on building relationships with customers while providing exceptional customer service in the delivery of reception, meeting room support, copy/print services, mail services, shipping and other office services related tasks to the on-site client.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Provide concierge and best in class service offerings to our customers and clients.
Answer telephones in a professional manner and accurately direct calls.
Greet clients and customers and verify entry into visitors system.
Maintain organized reception and conference room area.
Input visitors into base building system if required.
Maintain amenity information (i.e. on-site or near amenities, transportation, community retail, organizational information, etc.).
Wear clean, pressed, employer provided business attire, at all times.
Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
Help with setup/clean up of conference rooms for client meetings and events as needed to include setting up beverage service.
Take timely action on all incoming emails sent to the Conference Services in Box; efficiently monitor and prioritize in-coming email requests; adhere to set procedures for follow through, organization and individual flagging of emails.
Oversee self-service rooms that are managed through reservation system.
Enter all information correctly and completely into the reservation system in order to produce accurate reporting and tracking.
Proactively audit reservations to confirm all required information is present.
Record Volume and metrics data for reporting as required.
Space planning for meetings to ensure efficient utilization of existing meeting rooms.
Conduct daily walkthrough of conference center to ensure space readiness; all bookable spaces are clean and equipment is working; conference room furniture & equipment is accounted for and in working order.
Respond promptly to last minute requests from clients requiring additional porter, catering and equipment; able to contact appropriate department for immediate response.
Manage video conference rooms and coordinate with other locations as needed.
Assist in maintaining pantry areas in a neat and orderly manner.
Facilities Management Support
Coordinate and manage facility maintenance and repair services with property management team; assist with coordinating and scheduling of maintenance activities.
Place Helpdesk tickets for subpar space conditions or equipment issues.
Conduct regular facilities inspections as directed by the IFM team.
Act as first responder for facilities related issues as required.
Support IFM team as directed by CB Richard Ellis representatives.
Other duties as assigned by CBRE leadership.
No formal supervisory responsibilities in this position.
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. Associate's degree preferred. A minimum of 1 - 2 years related experience (e.g. Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is preferred.
CERTIFICATES and/or LICENSES
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. Ability to effectively present information to an internal department and/or large groups of employees.
Comfortable meeting and engaging with new people.
Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
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 products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.
Best candidates will have a genuine interest in in anticipating and serving the needs of others. A warm demeanor and desire to collaborate with others is key.
Physical ability to assist with warehouse operations. Able to lift 50 lbs.
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.
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
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
Equal Opportunity and Affirmative Action Employer
Women/Minorities/Persons with Disabilities/US Veterans
Location/Region: San Francisco, CA