Front of House Coordinator - Office Services

EMPLOYMENT TYPE: Permanent

DEPARTMENT: Office Services

DIVISION: Group

WORKPLACE STRUCTURE: On-Site

ROLE OVERVIEW PURPOSE OF JOB

To ensure a professional front of house service is delivered to all clients, intermediaries and suppliers, including the effective management of all in­ coming telephone lines and client meeting room calendars.

MAIN RESPONSIBILITIES AND DUTIES

• Meet and greet clients, intermediaries and external visitors in a professional, friendly manner, maintaining expected JTC standards.
• Set up meeting rooms and boardrooms and provide refreshments as and when required, in accordance with JTC catering guidelines.
• Management of the JTC Group 'inbox' ensuring all enquiries are logged and passed onto relevant recipient.
• Actively manage 6th floor meeting room and boardroom calendars on a rotation basis.
• Liaise with "meeting owners" to confirm meeting requirements from a catering perspective and ensure requirements are met, such as dietary needs, allergies.
• Ensure smooth and efficient set up of IT equipment for meeting rooms ensuring the provision of sufficient time to liaise with IT on any technical issues arising.
• Ensure the reception, mezzanine, 6th floor meeting rooms, kitchen and welcome area is kept tidy at all times.
• Perform a weekly stock check of kitchen and catering supplies, including water, ordering additional supplies accordingly to Group procedures.
• Organise all "ground" travel arrangements (client / employee taxi journeys).
• Manage visitor signing in/out and overall security of incoming personnel.
• Ensure adherence to JT policies, procedures and guidelines.
• Adhere to Risk & Compliance procedures in relation to regulatory requirements and AML legislation.
• Adhere to JTC's core values and expected behaviours.
• Any other duties as deemed necessary by Management.
• Maintain accuracy when handling data and ensure that integrity of processes is maintained.
• Maintain the highest standard of confidentiality and security.
• Uphold professional standards with all clients, internally and externally.
• Developing self and always maintaining knowledge in relevant field.

ESSENTIAL REQUIREMENTS

• Experience in a Front of House co-ordination role is desirable.
• Knowledge of general office management processes and procedures is desirable.
• Flexible and reliable.
• Excellent communication skills both verbal and written.
• Strong time management and organisational skills with the ability to manage multi-tasks efficiently.
• Professional approach, demonstrating high levels of integrity and trust and the ability to manage sensitive information confidentiality.
• Strong team player.
• Basic knowledge of Microsoft Office (word, excel, outlook), visitor management, appointment scheduling/calendars and general office management procedures is desirable.

OUR COMMITMENT TO INCLUSION & WELLBEING

JTC is committed to fostering a healthy, inclusive organisation where all individuals feel welcome and feel able to participate in the workplace fully. We value different perspectives, backgrounds and lived experiences. This includes supporting employee wellbeing so that people feel equipped to thrive.

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