Job title:Front Office and Facilities Coordinator
Department:Facilities
Reports to:Head of Facilities
Location:London
Fte:1.0
Date:
Key areas of responsibility
Main tasks
Front Office
Undertake day to day activities within the Front Office to help deliver a consistent service to visitors, students and staff. Ensuring that the Institute runs effectively both in terms of activities and cost. This rolealso provides regular cover of the Front Desk in reception and subsequently a high level of customer service is required. Reception duties include dealing with enquiries from staff, students and visitors; ensuring that all users of Reception are dealt with promptly and courteously and receive a positive impression of the institute through provision of information and assistance; Answering/referring all external admissions and other enquiries. In order to do this s/he will need to have a thorough understanding of the administrative and educational function of the institute.
Room allocation
Responsible for liaising with the Programme Directors and Programme Co-ordinators to gather classroom requirements for each academic year and scheduling classrooms accordingly using meeting planner software. Further responsibility for dealing with room changes/additional requests on a weekly basis and management of external hire bookings. Completion of room bookings throughout the day.
Events in London
Where appropriate, assist in scheduling, delivering all events at the London campus including meetings, receptions, open days, graduation and student induction. Set out and clear up catering equipment, lay out food/refreshments, prepare tea and coffee for internal meetings.
Liaison with suppliers
Manage relationships with regular suppliers for front office tasks; ordering and processing invoices for front office responsibilities including stationery(branded and general), external storage, couriers, postage etc.
Deliveries and storage
Ensuring that all deliveries including toiletries, cleaning materials, bottled water, hygenic items, stationery and other items are received and stored in a timely manner. Ensure any external operatives are escorted while on the premises. Ensure that all storage areas are kept neat and tidy and in good order.
Building Maintenance
Assist the Head of Facilities & Building Manager to ensure that the general fabric of the building is constantly maintained which entails; Basic maintenance duties - e.g. replacing any bulbs, tubes or washers, clearing any blockages; Ensuring all lockers are in working order and that the keys system is properly administered; Ensuring that cleanliness and hygiene levels are met at all times.
Building Cover
To act as deputy when Head of Facilities / Building Manager is absent
Minimum requirements (essential)
- High level interpersonal skills including discretion, diplomacy, tact, firmness when necessary
- Professional presence with colleagues, students and visitors
- Organisational skills; ability to prioritise work, meet deadlines, alert to action which needs taking.
- Excellent spoken and written communication skills.
- Ability to work under pressure and manage conflicting priorities, handling a number of tasks at the same time.
- Self starter able to work on own initiative and with speed and precision; able to follow up issues and chase action without prompting; Reliable.
- Flexibility: the ability to be adaptable and provide cover where and when necessary.
- IT skills; proficient use of Outlook, Word, Excel, PowerPoint, Internet
Additional requirements
- Able to work flexible hours as need arises e.g. staying late to complete urgent work.
- An interest in the art world and/or higher education sector is desirable
Updated October 2017
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