Job Description

Centre Administrator

Reporting to:Centre Manager/Operations Manager

Hours of work:40 hours (between the hours of 08:00am – 18:00pm)

Overview

The Centre Administrator is primarily based on the reception desk. Reception is the front line of our business and there is a great deal of contact with the customers. You never get a second chance to create a first impression. It is paramount that a professional image is portrayed to tenants, visitors and prospective tenants alike at all times.

Ensure consistently high standards of customer service, support and facilities management

Summary of duties (not exhaustive)

Reception Duties

  • Responsible for meeting and greeting and giving an outstanding first impression.
  • Personalised answering of all incoming calls
  • Accurate message taking
  • Ensuring all messages are passed to customers in a timely manner
  • Ensure the customer movement register is up to date at all times
  • Keeping track of where customers would like their calls forwarded
  • Ensuring all visitors to the centre fully complete the visitors book
  • Keep reception area neat and tidy

Administrative duties

  • Sorting and distributing post and re-stocking postal equipment
  • Arranging couriers for customers
  • Receiving and sending facsimiles
  • Stationery ordering and replenishing stock
  • Co-ordinate meeting room bookings (ordering of conference requirement e.g.: audio visual equipment and catering)
  • Accurately inputting customer service charges onto Facman
  • Collate and input month end reports eg: call logger, postage, photocopier at month end
  • Programme telephone system –e.g., new lines, speed dials
  • Monitor and update call logger as required
  • Update customer files with new information as and when presented
  • Provide secretarial support to all customer 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
  • Health and Safety Compliance – carrying out Risk Assessments
  • Moving of office furniture when required
  • To receive and manage the administration of bookings for the centre.
  • To act as the first point of contact for visitors/users of the centre, ensuring

adequate office/telephone cover during operating hours in conjunction with

other members of staff

Sales

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

Facilities, Health & Safety & Other

  • Ensure that the building and facilities are maintained to enable Centre staff, visitors and users to work safely and effectively.
  • Ensure that you 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.

Contacts:

Contacts will be wide ranging and regularly include:

  • Office Customers
  • 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
•Previous office administrative experience / Application
Knowledge / •Knowledge of using basic IT packages (office 365)
•Must know how to handle customer’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
•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
•Excellent numeracy and literacy skills / 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
•Non‐judgemental and an understanding of equality
•Financially minded
•Calm and welcoming / Interview