Tenant Services Coordinator – Showroom

Posted on: 30/05/2022

We have an exciting vacancy within our Tenant Services team, who are the first people tenants and visitors meet when they visit the Workstation.

Contract: Part-time (21 hours per week, Wednesday – Friday)
Hours: 8 am – 4 pm or 10 am – 6 pm on a fair rota basis.
Salary: £9.50 per hour (£10.33 per hour after successful probation)

The successful applicant will have a passion for offering exceptional customer service, will enjoy finding solutions to sometimes obscure and often interesting problems, and will always remain friendly and calm under pressure.  The ability to multi-task is essential.  

Responsibilities:

Workstation Reception:

  • To ensure that Reception is always staffed during opening hours.
  • Ensuring all telephone calls are answered promptly and to operate the multi-line telephone management console switchboard on behalf of the Showroom Workstation and our tenants.
  • Ensure working to the highest standards of customer service, ensuring quality of service and the satisfaction of all people who use the building.
  • To ensure that all reception equipment is always operable and compile monthly usage reports. 
  • To provide incoming and outgoing mail services for Showroom Workstation and all tenants.
  • To take bookings for the meeting rooms and input them into the conference management software. 
  • To ensure that the Workstation Reception and foyer are professionally presented and liaise with the events team to ensure that conference rooms are appropriately prepared and equipped for clients.

Tenant Services:

  • Ensure that tenants receive immediate and personal attention to ensure that any matters are dealt with quickly, to the highest professional standard and to ensure satisfaction.
  • Develop and imbed the provision of bureau and concierge-style services to tenants and other users of the building. 
  • Proactively engage with tenants and facilitate networking and community activities (occasionally out of hours) as required and as appropriate.
  • Proactively engage with tenants to ensure newsworthy information and services are shared with our Marketing team and included in our internal publications.
  • Responsible for virtual office enquiries and converting those enquiries into sales from start to finish. 
  • To keep up to date with social media daily, creating posts and re-posting as necessary to maintain the profile of the Workstation and community. 

Building Systems:

  • Responsibility for promoting and managing the telephone and broadband systems including programming telephones and broadband packages.
  • Responsibility for the helpdesk facility to ensure any telephone and broadband problems are rectified, liaising with appropriate external contractors when required. 
  • Monitor and maintain access systems, including the automatic door entry system; key management systems; licenced car park.

Workstation Manager Support:

  • Deputise for, and attend meetings on behalf of, the Workstation Manager as required.
  • Respond on a timely basis to tenancy enquiries and ensure that potential clients receive information without delay and are encouraged to view the building soon after making initial enquiries.
  • Undertake viewings and tours of the building when the Workstation Manager is unavailable and always promote the organisation positively.
  • Maintain tenant services spreadsheets on an ongoing basis and work with Workstation Manager to ensure accurate financial information is forwarded to the finance team for monthly sales invoicing.
  • Prepare leases, tenancy agreements and licences in accordance with terms agreed by the Workstation Manager.
  • Inform Workstation Manager of any significant events and problems arising, either directly or via email depending on priority.

General:

  • Take responsibility for keeping all appropriate databases, directories, and enquiries lists up to date in accordance with GDPR regulations and our own policies.
  • Liaise with contractors if required on behalf of the maintenance team or Workstation Manager. 
  • Shared responsibility for admin tasks, including (but not limited to); stock ordering and monthly stock take; collation of financial information for external reporting; processing cash and card payments and to reconcile till float in accordance with Company procedures plus additional admin support to be provided to the Administration team when required. 
  • To support the Workstation management team in ensuring the Company’s policy with regards to fire and emergency evacuation procedures are complied with, to assist as instructed with emergency evacuations, weekly fire alarm testing and regular routine fire equipment checking. 
  • To support the Workstation management team in ensuring the Company’s health and safety policies are adhered to including current Covid 19 policies. 
  • To undertake any other reasonable and relevant duties which may be required by the Workstation Management Team, that do not alter the overall nature of the post.
  • To carry out all duties and responsibilities in line with our FREDIE values and equality and diversity principles.

Download the full job pack below:

Deadline: Wednesday 8th June 2022, 12 noon