receptionist.

morning until 17:00pm in the evening.
Below is a description of each part.
Description
 Welcome
Traditional reception tasks are provided
by landlord using the building reception
downstairs, so we don’t expect a traditional reception on our floor sitting behind a
desk. Instead, visitors are actively welcomed and approached upon arrival.
The Organization associates or the floor hosts registers visitors in Organization’s
IWMS system Axxerion in advance and ‘Organization Bangalore Office’ building
reception provides visitors with a badge or a QR code on arrival. The floor host
ensures the building reception downstairs has an updated list of visitors every day
and communicates any last minute changes with building reception and the
Organization associates receiving guests. The reception downstairs will call or e-mail
the Organization host and if there’s no response contact the floor hosts. The floor
host is responsible for welcoming visitors. In addition, floor host must inform visitors
of our house rules and safety information. This is the first moment of contact with
Organization and should offer a great customer experience. We want to welcome our
guests and associates, offer coffee and tea and create a home away from home. It’s
key that all people working in a floor host role speak and write English at an excellent
level and have experience in dealing with international audiences. General tidy up of
tea points and work environment during the day (loading and unloading the
dishwashers) is expected. Floor hosts
The floor hosts are the extension of the
Organization workplace team and have
most contacts with the Organization associates, stakeholders, and guests. They are
our eyes and ears and should be our ambassadors. Floor hosts should be
hospitable, extravert and interact with the users and visitors of the building. The floor
hosts should improve everyone’s day to day experience and put a smile on people’s
faces. They are key to make sure everyone feels welcome. Moving around so they
experience all parts of the building and services, being visible and approachable is a
very important part of this role. Floor hosts act as catalysers and motivators to
ensure all the suppliers (contractors, subcontractors) as a one team and quickly
solve issues together by being proactive, communicative, and taking
responsibility/care for all the facilities services, not just their own process. They
Providing a warm welcome for visitors /
associatesCreating a home away from homeshould own it, as if it is their building. Floor hosts also do on the job-training for
Organization associates in the use of the technology within the building. The service desk (incl. office supplies)
The floor host is responsible for the
service desk. The key activities of the
service desk are handling incoming mail
traffic and handling incoming reports/incidents within Axxerion. The service desk is
expected to work quickly and carefully. The service desk also hands out laptops,
mobile phones, peripherals (as part of IT non-skilled services), office supplies etc.
and is the physical “Go-to” place where people can ask questions/report incidents
and get help related to IT (non-skilled) or facilities questions. The service desk is
also the access point for maintenance requests, mailing, shipping, supplies,
equipment, bills, and errands. Telephone calls
The floor host is responsible for handling incoming
telephone traffic from the general location number
and handling overflow from any teams. They are
expected to handle telephone traffic in a prompt and friendly manner. In addition, it is
important that the floor host has sufficient knowledge about Organization, so that
they can refer the caller to the correct department/person. Security and safety
The floor host has a number of tasks
aimed at the safety of employees and
visitors. The floor host takes care of the
issuing and registration of keys (door, locker and filing cabinets) and access cards. Conference, meeting rooms and
events.
The Front of House team should
manage the conference and meeting
rooms and all activities related to any
events (tasting sessions, multi-day conferences and events, big internal meetings,
lunches, dinners, product launches etc.). Including timely reporting of complaint to
service desk related to any equipment or furniture. Community managementMonitoring and adequately
handling/referring reports, physical placeThe adequate handling and
forwarding of telephone trafficMonitoring camera images and calling the
emergency response team on time if
necessaryEngaging Organizationers
Support our core business by hosting
memorable events that enhance company
pride and showcase our products and
brands.With hybrid working (called Planet Organization) it’s even more important to engage
Organizationers by making it a memorable experience every time they visit our
locations. The Front of House team is the driving force that keeps the Organization
engagement team going by organising events, bringing people together socially,
thinking of fun games and events and continuously operationalising great ideas that
come from the Organization community and the engagement teams (like baking
Thursday – where everyone brings their own baking’s and enjoy it together – or
catering tasting sessions). They cleverly use events organised in the surroundings of
([Location name] to create economies of scale and have a filled agenda of fun and
relevant events that people can attend. They actively use/moderate our Yammer
community to also engage Organization digitally and communicate about upcoming
event on a regular basis. Develop, implement, and audit a “tidy desk” policy
 Ensure all contracts are in place are being carried out to our satisfaction and
are being reviewed appropriately
 Identify and order repairs where necessary
 Develop a KPI sheet for monthly review with the leadership team – with
appropriate action plans
 Run monthly reviews with the landlord/building manager
 Ordering stationery and furniture
 Manage office budgets with finance partner
 Manage relationships with vendors, service providers and landlord, ensuring
that all items are invoiced and paid on time
 Manage contract and price negotiations with office vendors, service providers
and office lease
 Prepare
 Devise induction pack for new starters
 Safe and secure storage of all documents / reports related to building on
digital platforms which has remote and central access to WORKPLACE TEAM
teams.