Receptionist​/Facilities Coordinator

Company Profile

CBRE is the global leader in real estate services and leverages the industry's most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. Globally we employ over 70,000 employees and operate in 48 countries.

Receptionist/Facilities Coordinator

This position is responsible for performing various administrative tasks, including answering telephones and giving information to employees and guests; often the first point of engagement with employees and visitors. Responsible for making a good first impression for the organization, which can affect the organisation's success. The role will also involve Facilities Coordination, overseeing the commercial building's facilities and ensuring the building is being run to an excellent standard.

• Manning the reception desk and carrying out reception duties.
• Meet and greet internal and external customers to site. Issuing visitors passes and lanyards.
• To issue and manage keys via the procedure on site. Ensure that keys are controlled correctly and carry out checks on site keys for the Facilities manager.
• Assist the site team with ad‑hoc requests and reactive works. Assist the site technician with any works requested as and when necessary.
• Ensure the provision of a safe & healthy working environment, and ensure compliance with all Company policies and procedures, as well as client site policies, procedures and working arrangements, as required.
• Provide high level of customer service of reception ensuring guests and staff are welcomed onto site with a warm welcome.
• Manage reception inbox, ensuring an eloquent and timely response.
• Carry out daily walk rounds ensuring the site is tidy and well maintained, be pro‑active in reporting any issues or topping up supply levels.
• Sort and manage incoming and outgoing post. Arrange the relevant deliveries in a timely manner.
• Managing the meeting room bookings and ensuring the rooms are set up and arranged ahead of time. Support in making bookings where needed.
• Booking in visitors and guests onto site using the visiting system. Ensure visitors passes are accounted for and control the removal and addition or staff passes etc on the access control system.
• Booking in visitors on the parking system.
• Help with events that take place and ensure subcontractors are working in accordance with their RAMs.
• Issuing out ATW and conducting DRA and BRR, ensure logbooks are up to date and that the other receptionist is carrying these works to CBRE policies.
• Ensuring all reactive jobs are logged on Si7 and closed out in a timely manner.
• Creating and issuing new passes for staff on site.
• Assist with completing reports which are submitted to the client.

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.

• A minimum of 1 - 2 years related experience (e.g. Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is preferred.
• Advanced communication skills with the ability to effectively present information to an internal department and/or large groups of employees.
• Experience in facilities management and/or dealing with suppliers/contractors beneficial.
• Ability to solve problems and deal with a variety of options in complex situations.