Receptionist, Administrative​/Clerical

As the face of Gartner, the Receptionist will utilize organizational and people skills to collaborate with all associates and clients.

• Communication - Promote and cement strong relationships with clients when they arrive at the reception area. Answer the telephone in a clear, positive and professional manner to ensure good customer care of all enquiries. Ensure that all visitors to a Gartner building are made welcome, ascertain their requirements, assist them with general information or pass them onto the appropriate person. Ensure all visitors and associates follow and adhere to the visitor management system.
  
  Help associates adhere to the different technology platforms being introduced in Gartner for office space and security system. Function as the central communication link between all associates and visitors and the real estate team.
• Office Operations Coordination - Coordination of new hires and terminations, conducting inductions, preparing welcome kits, allocation of lockers, building access cards. Processing of supplier invoices within Coupa. Processing and coordination of courier and mail requests. Processing of business cards, staff name tags and other print requests and support. Processing and coordination of all hospitality requests – catering and room set‑ups.
• Office Supplies - Audit of supplies, responsible for efficient purchasing and storage of office and pantry supplies. Understanding of equipment operations and maintenance (coffee machines, dishwashers, microwaves, fridges etc).
• Teamwork - Provide backup support within the staffing structure and perform the duties of another member of the GRE team in the event of absence or sickness to ensure continuity of service to all visitors and associates.
• Liaison and Networking - Consult with associates, external customers and visitors to Gartner to meet the aims and objectives of the position and provide a holistic service. Work closely with building management, other vendors and teams for daily office operations. Raise tickets where applicable.
• Service Delivery - Deliver elevated levels of customer care and service delivery within the reception and common use office areas. Coordinate associate requests to provide a supporting role to their office activities and use of the facilities.
• Maintenance & Upkeep - Maintain the reception and office areas in a clean, functional and safe condition. Assist with coordination and cleaning of kitchen/pantry areas and equipment for daily use. Restock pantry and other consumable items as required. Upkeep of meeting rooms – ensure rooms are refreshed after every use, chairs placed back into position, check for other cleaning and maintenance activities.
  
  Diligently inspect, record, elevate and resolve issues. Identify cleaning, repair and maintenance activities and record them daily. Follow daily procedure timeline manuals and checklists.
• Customer Relationship Management – Demonstrate an understanding of Customer Relationship Management and incorporate it into the role of the Receptionist to enhance customer satisfaction with the services provided.

• Good spoken and written communication skills.
• Proficient level of MS Word and Excel skills essential.
• Previous reception and office coordination experience preferred; experience from hotels, restaurants, airlines, host, customer services, passenger services etc highly advantageous.
• Demonstrated experience with continuous improvement initiatives.
• Excellent telephone manner, interpersonal and communication skills.
• Initiative-taking, able to work independently with minimum direction, initiative-taker.
• Extremely organized, collaborator with an elevated level of flexibility and strong work ethic.
• Ability to multi-task, prioritize tasks, work overtime as needed, in a fast-paced environment.
• Maintain an elevated level of integrity when overseeing confidential documents and information.
• Friendly and confident personality; ability to effectively interact with all levels in the team.