Centre Assistant

Job Description

Centre Assistant

Reporting to: Centre Manager

Hours of work: 40 hours

Overview

The Centre Assistant acts as prime support for the Centre Manager in ensuring the efficient running of the centre. There is a great deal of contact with the clients and you never get a second chance to create a first impression. Involving all aspects of client service support, admin and reception duties to dealing with prospective and existing clients, this is an extremely versatile role and therefore it is paramount that a professional image is portrayed to tenants, visitors and prospective tenants alike at all times.

Administrative duties

·  Accurately inputting client service charges onto Facman

·  Collate and input month end reports eg: call logger, postage, photocopier at month end

·  Monitor and update call logger as required

·  Update client files with new information as and when presented

·  Provide secretarial support to all clients as and when required

·  Raise purchase orders

·  Movements – follow the process as outlined on the checklists

·  Building Maintenance, including scheduling of work for the Maintenance Operative

·  Updating Site Manuals as required

·  Assisting with debt collection

·  Raising proposals

·  Accurately inputting and raising client contracts

·  Taking over-spill of calls from Reception

·  Health and Safety Compliance – carrying out Risk Assessments, weekly check

IT/Telecoms duties

·  Health and Safety Compliance – carrying out Risk Assessments, weekly checks

·  Programme telephone system – e.g., new lines, speed dials

·  Internet programming

·  Telephone and Internet patching including Fault finding / IT outage trouble shooting

Sales

·  In the absence of the Customer Services Manager/Operations Manager you are required to do tours with prospective Clients.

·  Can do more in-depth viewings with use of matrix and has an understanding of office setup and coming availability.

·  Responsibility for ensuring show offices are available and prepped

·  Responsible for upselling services

Reception duties

·  Personalised answering of all incoming calls

·  Ensure the client movement register is up to date at all times

·  Keeping track of where clients would like their calls forwarded

·  Accurate message taking

·  Ensuring all messages are passed to clients in a timely manner

·  Receiving visitors and informing clients

·  Ensuring all visitors to the centre fully complete the visitors book

·  Arranging couriers for clients

·  Receiving and sending facsimiles

·  Sorting and distributing post and re-stocking postal equipment

·  Stationery ordering and replenishing stock

·  Keep reception area neat and tidy

·  Co-ordinate meeting room bookings (ordering of conference requirement e.g.: audio visual equipment and catering)

Facilities, Health & Safety & Other

·  Health and Safety Compliance – carrying out Risk Assessments, weekly checks

·  Setting up of offices, moving of furniture

·  Cleaning and setting up of meeting rooms/board rooms

·  Maintaining of communal/kitchen areas and stock

·  Ensure that the building and facilities are maintained to enable centre staff, visitors and users to work safely and effectively.

·  Ensure that staff are aware of and work to policies relating to their statutory H&S obligations.

·  To actively participate in team meetings, reviews, training and development, as agreed with your line manager

·  To carry out any other duties within the scope of the post.

Responsible for:

No responsibility for staff shall exist although there may be a requirement to supervise temporary or seconded staff on occasions. Has to take responsibility for the centre in OM absence.

Contacts:

Contacts will be wide ranging and regularly include:

·  Office Clients

·  Suppliers/ Company Representatives

·  Members of the Public

·  Colleagues from other centres within the Citibase network

·  Property and internet office brokers

Person Specification

Centre Assistant
Criteria / Essential attributes / Assessment
Education & Qualifications / •  A high standard of general education
•  Demonstrate a high standard of English / Application
Experience / •  Customer service experience
•  Promotions experience
•  Previous experience of working within the sector be desirable / Application
Knowledge / •  Knowledge of using basic IT packages (office 365)
•  Must know how to handle client’s complaints and able to provide appropriate solutions
Skills & Competencies / •  Be effective in both verbal and written communications and have the ability to communicate confidently at all levels of authority within the organisation and with supporters
•  Demonstrate excellent organisation and time management skills
•  Be able to work from own initiative
•  Have the ability to prioritise and adapt a flexible approach to working
•  Have the ability to maintain consistency throughout all work
•  Must be computer literate
•  Be able to act with Diplomacy and Confidentiality
•  Be able to provide basic IT assistance / Application/ Interview
Personal Attributes / •  Be creative and imaginative
•  Be a good team player
•  Have a polite, friendly and approachable manner
•  Possess the ability to promote a professional image of the company at all times, both in and out of work.
•  Smartly dressed and neatly turned out
•  Courteous and efficient
•  Professional approach
•  Well spoken
•  Approachable and not shy away from confrontations
•  Strong Interpersonal Skills / Interview