Client Services Assistant

Job Description Client Services Assistant

The client Services Assistant provides excellent service to clients and visitors whilst duties are carried out to the highest standards. The role requires weekly rotation between Ground Floor Reception, Client Floor Reception, Conference Room Bookings and switchboard with shift patterns between 7:30am and 6:30pm with the ad hoc requirement to cover Reception until Midnight if/when required.

Main Duties and Responsibilities

Reception

? Greet and manage all clients and other visitors to the firm in a competent, friendly and supportive manner by maintaining good eye contact, body language and verbal skills presenting an approachable and efficient image of the firm.

? Acknowledge internals and visitors within 10 feet.

? Greet internals and visitors within 5 feet .

? Take clients coats on arrival and return to them on departure.

? Offer clients/visitors refreshments when kept in the Clients Reception area.

? Assist visitors as required (printing, sending faxes etc).

? Announce their arrival to the appropriate contact.

? Answer all calls, both internal and external (within 3 rings) and using correct salutation.

? Book taxis using online booking system.

? Ensure all meeting rooms are properly equipped with stationery and up-to-date information guides and that the rooms are kept tidy and in a suitable condition.

? Ensure that all meeting rooms are correctly set up ready for each meeting, that all required equipment is available and functioning, relevant catering provided and that rooms are cleared down from the previous meeting.

? Check the meeting/ dining room facilities on a regular basis, reporting any faults, defects or problems to the appropriate department, in order to ensure that the rooms are maintained to the highest standard of cleanliness and presentation at all times.

Conference Room Bookings

? Book all meetings in both client and internal meeting rooms using our software management system ensuring details of catering, equipment and visitors are recorded and that confirmations are issued to booker/host.

? Provide catering staff with accurate booking and catering and beverage information e.g. internal/external meetings, number of covers etc.

? Liaise closely with other departments i.e. IS, Maintenance, Catering, Telecoms, ensuring accurate communication takes place (especially regarding the timely announcement of any booking changes).

? Re-confirm “next day” bookings and check all requirements.

? Co-ordinate the booking of conference rooms making effective use of the room booking system. This may involve prioritizing client meetings over internal meetings and “juggling” reservations to make efficient use of meeting room space and meet customer needs.

? Follow up provisional bookings, confirm them and obtain billing and catering details.

Other reception responsibilities

? Ensure that you are aware of the firm’s client facilities including all meeting room facilities

? Keep visitors informed of the reasons for the delay and action being taken

? Ensure that client’s needs due to any delay are met (refreshments etc)

? Operate the room booking service effectively

? Operate the e-mail and diary system effectively

? Specific shifts duties are included in the SOP Manual

CBRE Unit: Dentons

One Fleet Place EC4M 7RA London