Office Administration & Customer Service - SPS : Job Details

Job Purpose/Description:

Join our fantastic team in our client's Belfast City Centre office, and play a pivotal role in ensuring the efficient, effective, and proactive management of our Office Services. This position serves as the backbone of SPS managed service operations for a high-profile client, offering an opportunity to deliver excellent client-facing services.

Responsibilities include Front of House, Welcome, and Administration tasks, with close collaboration with our supply partners in the day-to-day operation and administration of workplace services.

We seek an experienced customer service professional, ideally from a high-end customer service environment, who thrives in a flexible, dynamic, and proactive work style.

Exceptional communication skills and high personal standards are a must. The successful candidate will provide efficient and professional reception services with exceptional attention to detail, representing both our client and SPS in a corporate environment, and responding promptly to any requirements as needed.

If you’re ready to thrive in a client-facing role within a collaborative and dynamic environment, we encourage you to apply.

Main Duties and Responsibilities:

• Provide a warm, courteous, and prompt welcome on arrival for all guests and staff

• Actively and positively engage with colleagues, clients, and other stakeholders to ensure a seamless service experience

• Ensure that all guests and staff are dealt with efficiently so that an exceptional high standard of service is always provided

• To be fully aware and knowledgeable of all workplace spaces including all Welcome and Hospitality areas to direct staff / guests or any queries as appropriate and always provide the highest level of client care

• To be proactive and effective in the coordination and monitoring of meeting room bookings to ensure maximum utilisation of meeting rooms

• Carry out regular checks of all areas including meeting rooms, floors, client lounges, lobby areas and cloakrooms to ensure all client areas remain clean & tidy

• To ensure refreshment areas are kept clean and tidy at all times

• To ensure constant replenishment of refreshment areas throughout the day on internal floors as well as the Client Lounge

• Communicate relevant information to key stakeholders in a timely manner

• Any other reasonable ad hoc requests from Management

Office Services:

• Resolve customer complaints promptly, escalating as necessary

• Prepare, sort, and distribute internal information such as audit and notice board information

• Conduct security floor walks - ensuring internal staff adhere to our clients secure workplace policy and logging on internal systems

• Provide/assist with new joiner orientations of the floor/office

• Ensuring allocated working floors are clean and clear

• Building strong relationships with key clients and all clients on associated working floors

• Prompt communication of partner issue resolution; maintenance, cleaning, IT, hospitality, security

• Carry out and complete daily tasks in accordance with specific site

Client Relationships:

• Serve as the first point of contact for all staff, issuing visitor badges, locating hosts, and keeping clients informed

• Coordinate closely with landlord security teams to maintain consistent standards and a professional image in Welcome areas

• Ensure adherence to firm security procedures

• Monitor meeting room diaries/databases and prioritise meetings

• Prepare refreshments for meeting rooms and ensure rooms are clean and presentable before each meeting

• Ensure operational readiness of video conference equipment and report faults as required.

Health, Safety & Environment:

• Keeping our team members and our customers safe is paramount, and we expect you to adhere to all company policies and guidelines and lead by example

• Become familiar with policies relating to all H&S requirements. You must ensure these are implemented and adhered to all times and attend mandatory updates

• Be competent in the safe use and storage of all equipment in the department. Promptly report any faults and ensure appropriate action is taken

• Be knowledgeable and implement aspects of the Data Protection Policy which has clear guidance on confidentiality and record keeping

• Make sure all equipment breakdowns, incidents / accidents related to the department are logged