The Role

Front of House Coordinator

Department:Property Services

Role Code:

Grade/Rank:Scale 4

Responsible to: Head of Property Services

Responsible for: No line management responsibility

Job Purpose:

To protect and save life, property and the environment by assisting with the delivery of a built environment that is fit for purpose. Coordinating and deliveringfront of house services at Kelvedon Park, Service Headquarters.

Main Duties and Responsibilities:

  1. To coordinate day to day activities of front of house to ensure reception/welcome area is presentable at all times, providing a customer focused approach for all visitors arriving and leaving, including signing ‘in’ and ‘out’, issuing security badges/key fobs, detail any assistance required and contact the relevant Departments involved. To maintain the visitor’s book to ensure accurate recordings in case of any emergency evacuation.
  1. To receive, redirect and make outgoing telephone calls as required by users and maintain and update the telephone directory database. To operate an electronic messaging service to relay information and ensure other notice boards within Service Headquarters are maintained and updated weekly.
  1. To take overall responsibility for the internal and external mail to ensure it is scanned, recorded and distributed to relevant departments. To collect internal and external mail from departments, organise and frank ready for collection by an external party. Taking appropriate action of any suspicious or tampered mail, e-mail and fax communications and relay to relevant person/department.To maintain the franking machine ensuring adequate credit is held, including taking daily meter readings and printing end of month report.
  1. Toadvise Line Manager if temporary cover is required and train temporary staff to cover reception to an acceptable standard to minimise disruption to the service. To provide an adhoc evening, weekend or holiday reception service should the need arise.
  1. To monitor the stationery and consumables inventory at headquarters and internally order to replenish stock to adequate levels.To operate a lost property service, logging, storing and issuing property.
  1. To coordinate and facilitate Headquarters site induction to staff and visitors. Ensuring that key information, statutory procedures and processes are known. To be the centre point of contact for all enquiries.
  1. To support the operation the electronic access system allowing appropriate access to the property portfolio (PAC), including entering information onto the system; allocating joiner and leaver key fobs; and providing printed reports for monitoring purposes as required.To maintain and update the Premises Information Folder.
  1. To manage and co-ordinate space room bookings and layouts with the facilities manager, arranging necessary requirements E.g. DDA assistance, catering, refreshments, room layouts, IT equipment and notify the relevant departments. To support the coordination of site management E.g. issuing parking permits, reserving parking spaces.
  1. To inspect all meeting rooms, toilets and shower areasperiodicallythroughout the working day to ensure these areas are kept hygienic, tidy and in a clean condition and consumables are replenished.
  1. To produce building users’ survey and email to all departments to monitor the service we are providing, and ensure it is maintained and improved. To facilitate staff forums to identify opportunities for continuous process improvement and suggest how to develop these into best practice.
  1. To work flexibly and support the Facilities Assistance Team and the Property Services Department in cases of absence/sickness e.g. To action the necessary requirements for meetings, space room layouts, to liaise with all external maintenance contractors, to carry out daily visual inspections of main M&E panels including fire alarm panels, weekly tests to the fire alarm system, call points, emergency lighting, emergency exits, door retaining devices, undertake routine water hygiene works and supporting the Property Services Helpdesk. To maintain and update Procedures manuals and Premises Information Folder.
  1. To be a senior fire marshal and take charge in the event of an emergency evacuation and coordinate the actions of all other staff during the emergency.
  1. Positively contribute to a safe work environment ensuring compliance with Health and Safety, Risk Management, Business Continuity and Safeguarding policy and procedure. Protect all personal information in adherence with the Data Protection Act 1998.
  1. Any other duties commensurate with the responsibilities and grading of the post.

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THE ROLE