Client Services Coordinator

Position: Service Coordinator (Hotel Industry Only)

1. Opening and closing up of the centre

**2. Reception Service**

The reception service will be provided and managed to ensure it meets the business needs of the clients. All services should be carried out in a courteous and timely manner.

The ranges of services that are provided through reception are detailed below: Reception and security:

- Meet and greet clients as they enter and leave the building
- Notify clients of visitor arrival
- Issue permanent and temporary visitor access passes
- CCTV management
- Security equipment operation
- Key issue and control

Conference and Meeting Rooms:

- Manage booking and enter into Centre charge
- Manage set-up of rooms and provision of 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
- Switchboard operation 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 and post client outgoing mail - needs to be delivered by the client to reception before 4.30p.m
- Record all post into Centre charge

Courier Services
- Arrange collection of small packages and items of urgent mail for clients
- o Record all items into Centre chargeo Receive incoming courier deliveries for clients
- Record faxes send out by the client and enter into Centre charge

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

3. **General Housekeeping **- this includes bi-hourly floor checks making sure all floors are maintained to a high level of cleanliness. All kitchen and toilets are clean and tidy and fully stocked.

**4. Client Services**
- Client move in and move out
- Preparation and maintenance of client files
- Client retention
- 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

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

**6. Stock control and maintenance**
- Maintaining coffee and water supplies and ordering when necessary
- Furniture audits

**7. 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

8. Attending daily, fortnightly and monthly team meetings - some of these may be held outside of normal office hours
- **The details of this role may vary according to company needs and changes - amendments may be made wit hout**_
- **notice.**_

**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 legal responsibility to take reasonable care for the heal th and safety

of themselves and others by adopting the safe working practices given to them in either written o r verbal

communication, such that they do not put themselves, fellow employees, clients or visitors at risk

- Duty of care for all business users.

**General Responsibilities**
- Understand and comply with all relevant company rules, agreements, policies and procedures.
- Read and comply with instructions and directions as communicated via signs, notice boards and memos.
- Conduct yourself, at all times, in a professional and responsible manner, promoting a good and pr oper image in

accordance with company standard.

**Limits of Authority**

Personnel: No authority to appoint, discipline or dismiss employees.

No authority to approve annual leave or absence.

Financial: No Authority to spend or commit the company to spend.

No authority to sign agreements or contracts.

Operational: No authority to alter agreed procedures or policies.

I have read the above job description and understand that it forms part of my contract of employ ment. This

document should be reviewed periodically by employee and Line Manager.

Name: Signature: Date:Job Description

Position: Service Coordinator (Hotel Industry Only)

Reporting to: Business Centre Manager

1. Opening and closing up of the centre

**2. Reception Service**

The reception service will be provided and managed to ensure it meets the business needs of the clients. All services should be carried out in a courteous and timely manner.

The ranges of services that are provided through reception are detailed below: Reception and security:

- Meet and gr