Concierge
JLL - Chicago, IL
Position Summary:
OVERVIEW
“Office Specialist” is the key coordination role for the Corporation workstation mobility program serving as the Ambassador of the overall program. This key role is responsible for welcoming all guests to the Corporation, assisting them with any of their needs and ensuring an exceptional user experience. This role must have the ability to meet the special needs of the Corporations guest and assist with questions and concerns. Representation of exceptional quality service must be presented at the front door.
The traits of a successful Office Specialist include enthusiasm, a personal drive to please, flexibility and an accommodating nature. This role will need to be knowledgeable about the workstation mobility venue while facilitating the transition of new hires into the workstation mobility program. This role will be the Liaison for the quality of service that the workstation mobility program offers while sustaining the operations of the overall program.
ESSENTIAL FUNCTIONS
- Ability to focus on all incoming workstation mobility guests with an outstanding professional, interpersonal and hospitable greeting.
- Guest should be greeted while standing, offering accommodating and quality service. This role is a reflection of the workstation mobility team and must always maintain a “we’re here to help” attitude.
- Quality of service and hospitality is a must have at all times. Responsibilities include making each guest feel they have been treated in the most professional, warm and courteous manner.
- Offer hospitality by letting the workstation mobility guest know the services that you can assist with during their visit. Example: providing Access Security Cards; providing directions to restrooms/Café areas/print & copy areas; assist with conference room reservations & equipment; assist with WIFI phone services connections and provide training as required.
- Review office etiquette and protocols with workstation mobility guests.
- Assist guests with logging in the workstation mobility reservation system for workstation reservations, update and maintain reservations system including additions and deletions.
- Maintain and update the program related materials to support the new hire onboarding process.
- Manage locker/personal file cabinet inventory assignments for guest.
- Manage office supplies for workstation mobility workstation. Tasks include inventorying, ordering and supplying desk, maintain sundry equipment (i.e. mouse, power cords/bars, laptops, etc.) meeting room and café related supplies.
- Manage mail delivery and courier receipt and dispatch.
- Manage housekeeping in connection with items left behind by prior guests, furniture/equipment repairs, cleaning issues. Enforce a clean-desk policy for workstations and daily rounds ensuring workstations, meeting rooms are orderly, A/V functioning and supplies maintained.
- Act as point of escalation or resolution with technology support for issues including WIFI access, facilities issues, Blackberries, laptops, A/V equipment, internet access, teleconferencing, printers and copiers.
- Facilitate vendor access to the floor, i.e. Iron Mountain, coffee/vending machine suppliers, building’s property management, etc.
- Assist with minor event planning and meeting space set-up.
- Receive/distribute mail and receive/dispatch couriers as required.
- Be familiar with all conference rooms. Assist workstation mobility guests in reserving conference rooms when necessary.
- Assure the common areas within the workstation mobility area and the areas around the reception area are well maintained and ready for guests.
- Assure all conference rooms in the immediate area are clean organized and ready for use.
- Manage guest access to the building.
- Maintain lists of local amenities including restaurants, list of caters, maps of surrounding areas and phone numbers for transportation.
EDUCATION AND EXPERIENCE
- High School diploma
- Minimum of one to three years quality customer service, related experience and/or training, or equivalent combination of education and experience.
KNOWLEDGE, SKILLS, AND ABILITIES
- Must be flexible and able to work early mornings, late nights and peak hours of operations.
- Excellent interpersonal skills, must project a professional appearance, outgoing and energetic personality.
- Demonstrate excellent verbal and written communication skills.
- Strong belief in customer service and professionalism. Strong sense of team –What you can bring to it, and what you need from it.
- Self –motivated, self-starter. High energy individual that likes challenges and thrives in a fast-paced environment.
- Strong organizational skills and attention to detail.
- Ability to anticipate, identify, and own problems, following up with the best possible solution for the employee or guest.
- Ability to meet and work well with all levels of employees and guest’s. Ability to multi task, remaining calm professional and pleasant even during stressful situations.
- Ability to work closely with team members and independently.
- Ability to screen and interpret guests’ needs.
- Working knowledge of computer applications: Microsoft Office (Word, Excel, Power Point)
Posted: 30+ days ago
