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We have a fantastic opportunity to join the Team as a ! We're looking for someone who thrives in a customer-focused environment and is passionate about building vibrant communities. As a key player in a small team, you will play an active role in the day-to-day operations of our new coworking space. You’ll contribute to a vibrant and welcoming community by engaging with members, assisting with impactful events, and ensuring our space reflects the high standards. The role will be based in Aberdeen and is offered on a permanent, full-time basis. Â
ROLE
Deliver excellent customer service and support to all customers, tenants, visitors and users of the site. Responsible for helping to build a community and to support the Food Drink and Agriculture team.
RESPONSIBILITIES:
Front of House
- To be a first point of contact for visitors, tenants, contractors and staff to site, ensuring that the sign-in and security process is followed.
- Answer and screen incoming calls and emails providing information on services, event and meeting spaces as appropriate.
- Ensure the entrance, café and coffee areas are tidy, stocked, organised and maintained.
- Manage in-coming mail and deliveries for the company and on behalf of tenants.
- Open and close visitor access to the site as required.
- Manage access to the car park for deliveries, contractors and car parking as required.
Tenant Support
- Maintain a positive relationship with all tenants and their employees.
- Manage tenant needs, expediting and resolving any issues within area of responsibility.
- Welcoming tenant visitors and notifying tenants of their arrival.
- Recording tenant use of meeting and event space and arranging billing as appropriate.
- Refer tenant enquiries to the Technical Manager.
Customer Support
- Show company offering to potential customers, hot-desking, events and meeting spaces.
- Take enquiries and bookings for event and meetings spaces and ensure all the relevant customer agreements / contracts are in place for event bookings.
- Liaise with the event/meeting organiser, regarding catering, room layouts, AV equipment and all other requirements to ensure the efficient delivery of workshops and meetings etc.
- Arrange any additional AV and catering requirements as requested by the event / meeting organiser.
- Liaise with the commercial and finance team to issue invoices.
- Manage use of the dedicated hot desk areas.
- Work with facilities Supervisor to ensure event and meeting room configurations are in place for customers.
- Provide on the day support for events and meetings, including standard support on AV equipment use, support with catering, meeting and greeting etc.
Internal
- Support the team with the successful delivery of events including planning and review.
- Proactively engage with customers to support the commercial objectives of the company
- Ensure that meeting rooms are used only when bookings have been approved.
- Notify the facilities supervisor of out of hours access for building users – security etc. and invoice users as appropriate.
- Log all facilities management and cleaning requests via the electronic logging system.
- Input client information to the in-house CRM system.
- Create purchase orders and liaise with the commercial and finance team.
REQUIREMENTS
- Experience of working in a busy customer facing role
- Excellent written and verbal communication skills
- Proficiency in MS Office, Word and Excel
- Adaptability and the willingness to be flexible
- Attention to detail and commitment to quality standards
- Problem solving skills
- Planning skills
