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Talented and creative professional with 5 years of experience within corporate, hospitality and office coordination with the ability to support various functions within an organisation such as marketing, administration and human resources. Having recently worked on a very fast-paced environment I realized that I would like to support someone, a department or a team in which I can thrive my various abilities. Out-of-the-box-thinker, possessing a good sense of humour and the ability to develop and motivate others. Friendly personality and attention to detail at all times. Able to exude confidence and a personable aura, a great communicator, diligent with a continuous desire to learn something new every day, wishing to be surrounded by inspiring people and an inspiring environment.Locked Pro Plan feature
Supervision of Reception: Managing reception inbox, ensuring policies and procedures are kept up to date including latest version of reception procedures, how to guides, Dawn Raid instructions and updating the staff contact list (about 270 employees including permanent staff and contractors). Answering and directing incoming calls, meeting and greeting visitors and pointing the correct direction to the meeting they are expected to attend. Security: Management of Access Control System – daily creation and deactivation of passes, running & analysing monthly reports. Meeting rooms: Coordination of 12 meeting rooms using Outlook as a booking system, organising catering when necessary. Also coordinating meetings with the Personal Assistants of the DEB (Director Executive Board) members. General admin tasks: Weekly check and order of stationery in order to maintain the consistency of stock levels. Responsible for cross checking monthly reception expenses such as couriers and food orders. Incoming and outgoing requests: Sorting & distributing post, booking couriers. IT requests: Leasing with internal IT department to help with queries brought to reception in regards to malfunction of IT equipment’s at the meeting rooms. Closing Reception: Responsible to print the next day arrival’s visitors list, carrying a daily meeting room checks in order to action the meetings that are no longer needed, check if projectors and equipment are turned off.
IT: Setting-up equipment for new joiners, manage IT requests for the UK business with the IT Help Desk based in Netherlands; tracking of IT equipment provided to internal staff and consultants. Monitoring shared email accounts and printers. Working together with IT in order to monitor performance of laptops, handsets, internet and printers - promoting the culture of printing as less as possible. New joiners: Order of business card, introduction to staff, pointing nearest Fire Exits and showing around the office. Travel: Creation of profiles at the designated travel website and coordination of travel and accommodation. Reception: making this area my domain providing general office support to all staff and visitors. Responsible for ordering office stationery, kitchen supplies, breakfast and occasional treats such as birthdays. First point of contact: Switchboard services, postal and courier services. Facilities: Liaise repairs and cleaning within the office premises. General office housekeeping and the main contact between the office and the building Manager. Responsible for collection of confidential waste and other recycle schemes such as ink cartridges. Also active part of on any projects relating to the office such as fit-outs and improvements. Hospitality: Ordering catering for internal and external meetings. Vendor Management: Accounts Payable and archive services. Executive Assistant: Producing the monthly European Newsletter for the Vice President Europe - collecting data from the Management to be input and creating innovative content to engage the employees in a sense of work community. Also assisting the VP Europe with documents to be sent overseas on a timely fashion manner and also helping the Managing Director UK with a variety of urgent demands. Social Initiatives: Updating regularly a social memories board to motivate the team and share moments of success and achievements. Creating and distributing office-wide communications to the team on a number of subjects – social and conduct. Meeting-rooms: Co-ordination of the 6 in-house Meeting Rooms, escorting clients to the meetings and providing 1st class service. Health and Safety: Designated Fire Warden and First Aider. Office costs efficiency: Managing general office supplier’s expenditure on a quarterly basis in order to save costs.
Reception: Opening and Closing the Centre, running the company’s front of house operations. Meeting and greeting clients, managing Security Service CCTV and access cards. Facilities: Maintaining and administrate a 5th floor building with 44 offices alongside 2 other Service Co-ordinators as the Facilities Manager was not physically present. Ensure checks to all floors, kitchens and toilets are spotless clean. Overseeing contractors working at the building. Conference and meeting rooms: booking meeting rooms and various catering requirements. Centre Help Desk: Receive, co-ordinate and monitor requests. Assisting with accounts and billing. Switchboard operation: answering and screening incoming calls. Postal and Courier Services: on behalf of all clients. Admin tasks: general filling, production of notes and signs. Ensuring order of stationery, water and other consumables. Sales and Marketing: assisting with sales enquiries and viewings and preparation of sales packs. Fire Alarm system: testing and monitoring. IT: Patching phones, installing and monitoring internet for the clients.
Guest relations: Strong communication and relationship building skills, focused on delivering excellent customer service in all interactions. Reception: Check-In & Check-Out, Foreign Currency Exchange, issuing key room cards with uttermost discretion, Enrolment of Ambassador or IHG Rewards Membership. Switchboard Operator: Screening calls and taking messages on shifts dedicated only to answer the calls in order to help the guests effectively. Also providing wake up-call service. At the Club Lounge: Meeting VIP’s, organising meeting rooms diary and refreshments; setting up Audio/Visual devices for presentations. Typing letters and correspondence. Updating guest’s profiles daily and making sure their preferences were noted at the hotel’s system.