Service Coordinator

Position : : Service Coordinator

Reporting to : Operations Manager

Position Summary

Service Coordinators serve as the first point of contact for Clients, Visitors, potential lead, and day-to-day call handling, providing exceptional customer service and administrative support. Duties include greeting guests, managing phone calls, scheduling & managing the meetings for meeting room clients, and maintaining a tidy reception area & entire centre. Strong communication and organizational skills are essential for this role. The individual in this role is someone who will take complete ownership of the centre they are responsible for and run end-to-end operations for it, including coordinating and overseeing maintenance of IT infrastructure (with support from the IT team), electrical fittings, overall cleanliness, and hygiene and ensure that client needs are met on a timely and ongoing basis.

About Avanta Business Centre Avanta is a UK-based serviced office company. We started our operations in Delhi from Connaught Place’s major landmark, Statesman House, in 2008. We specialize in high-quality serviced offices, shared office spaces (coworking), Built to Suit (BTS) Managed offices (Enterprise offices), meeting rooms and virtual offices of international standard. Our international experience has helped us to serve several Fortune 500 companies, top corporates, Start-ups, and professionals alike. Since our inception, we have positioned our facilities in key business districts within prestigious and iconic buildings. We strongly believe in excellent customer service, and our passionate customer-oriented teams have made us one of India's oldest and best-known service providers. With more than 15 Years of experience, we manage many of premium office space which is occupied by solopreneurs, start-up companies, and large corporations helping them project the right image suiting their business and at the same time ideal work environment for the team.

Key Responsibilities:
Broad responsibilities in the role include the following: Reception and security**:Timely opening and closing of the centre. ** Meet and greet clients as they enter and leave the buildings permanent and temporary visitor access passes. **Notify clients of visitors’ arrival. ** Manage and monitor CCTVs. **Oversee operations of security equipment. ** Responsible and timely issue and control of keys for offices and meeting rooms in accordance with set SOPs as issued by Avanta.

Conference and Meeting Rooms:
Manage booking and enter Centre charges.

Manage set-up of rooms and provision of all materials.

Manage request for audio-visual equipment.

Manage request for catering and refreshments.

Help Desk

Receive, co-ordinate and monitor all requests for services and assistance.

Provide up-to-date progress of request.

Record the outcome and response time to request.

Switchboard Service

Operate the switchboard to receive and transfer all incoming calls.

Assist resident staff with general telephone enquiries.

Postal Services

Receive, sort, and distribute incoming client mail to the post boxes.
- Sort out & post client outgoing mail - needs to be delivered by the client to reception before 4:30 pm.
- Record all post into Centre charge.

Courier Services
- Arrange collection of small packages and items of urgent mail for clients.
- Record all items into Centre charge.
- Record faxes sent out by the client and enter Centre charge.

Taxi booking service
- Manage booking of taxi/minicabs to collect clients and visitors.

General Housekeeping:
This includes bi-hourly floor checks making sure all floors are maintained to a high level of cleanliness including ensuring that all Pantries and toilets are clean and tidy and fully stocked. Highlight and resolve the issues on the portal.

Client Services:
Oversee and manage documentation & execution of client move in and move out.

Preparation and maintenance of client files.

Actively engage and support client retention for long term relationships.

Client care-building and maintaining client relationships.

Dealing with all client enquiries and taking action.

Secretarial and administrative duties as and when required.

Management and maintenance of showrooms and standard room set up.

General Admin work:
This includes general files, typing, collecting invoices, delivery notes and purchase orders. Ensure welcome books are prepared and up to date.

Stock control and maintenance:
Maintaining coffee and water supplies and ordering when necessary

Furniture audits

Marketing/Sales:
Assisting with sales enquiries where possible and passing back information to the sales team.

Assist in viewing by presenting switchboard counsel to potential clients.

Assist in sales packs for BDM/SD’s.

Health & Safety:
To ensure that the company’s Health & Safety Policies and Procedures are adhered to and ensure that they are followed in line with the employees’ responsibilities.

Employees are reminded that they have a lega