Workplace Experience Receptionist - Ottawa, Canada - CBRE

CBRE

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Posted- 18-May-2023- Service line- GWS Segment- Role type- Full-time- Areas of Interest- Administrative, Customer Service- Location(s)- Ottawa - Ontario - CanadaWe are Host Designed to complement CBRE's occupier and landlord service offerings, the Host mission is to create and scale people-led, technology-enabled services that increase individual well-being, personal productivity and organizational effectiveness.

Put simply:
our goal is to help people work smarter and delight in doing it.

JOB SUMMARY

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 an excellent first impression on the organization, which can affect the
organization's success.

Responsible for all administrative/reception needs including but not limited to managing calls, calendar scheduling, travel scheduling, expense reporting, document approval processing, documentation (including memos, faxes, letters and other communication), mail services, etc.

May require leadership in meeting planning, general administrative support and projects which may be assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Greets employees and announces clients, applicants, and visitors.
Conducts guest registration through badging software.
Arranges escorts as needed.
Issues visitor passes and validates parking.
Assists with scheduling and preparing meetings and conference rooms.
Coordinates setup of conference/meeting rooms.
Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition.
Arranges video and/or web conferencing as needed.
Coordinates catering for meetings and events.
May negotiate pricing and menus.
Secures approvals for catering expenses and reviews invoices to arrange billing to the appropriate department or business unit.
Performs general clerical duties associated with distributing packages and mail as required.
Uses tracking systems to record inbound and outbound courier, freight and mail.
Meters mail.
Arranges messenger service as needed.
Follows location security procedures for screening inbound deliveries.

Orders office supplies and other common-use items for the location, such as café supplies, equipment toner, printer paper, freight and shipping supplies etc.

Maintains neat appearance reception area, conference rooms café and other common areas. Requests building and housekeeping services as needed.
Periodically inspects common area equipment to ensure good operating conditions.
Arranges equipment service as needed.
Maintains records and logs of service requests and tracks their status.
Maintains a file of services including transportation sources, accommodations, and referral contacts.
May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position.

QUALIFICATIONS
"

Applicants must be currently authorized to work in Canada without the need for visa sponsorship now or in the future."

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.- The requirements listed below are representative of the knowledge, skill, and/or ability required.- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCEHS Diploma or GED required. A minimum of 0-1 year Front Desk, Concierge, customer service or other hospitality experience is preferred.
CERTIFICATES and/or LICENSESNone.

COMMUNICATION SKILLSAbility 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.- Comfortable meeting and engaging with new people.- Warm and engaging demeanor.- Ability to assess circumstances, empathize and offer help.

FINANCIAL KNOWLEDGEAbility to calculate simple figures such as percentages.

REASONING ABILITYAbility to understand and carry out general instructions in standard situations.- Ability to solve- problems in standard situations.- Requires basic analytical skills.

OTHER SKILLS and/or ABILITIES Good organizational skills.- Ability to work flexible work schedules based on office needs.- Physical ability to assist.

Able to lift 30 lbs.- Strong problem-solving skills.- Highly adaptable and flexible.- Ability to work independently with little supervision.

SCOPE OF RESPONSIBILITYDecisions made with general understanding of procedures and company policies to achieve set results and deadlines.- Errors in judgment may cause short-term impact to co-workers and supervisor.

SAFETY1. Complete at a satisfactory leve