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Receptionist / Administrator

 

Contact email
info@skyjob.nl
Datum
28-10-2019
Opleidingsniveau
MBO/ MTS
Telefoonnummer
088-2358380
Dienstverband
Fulltime
Vacaturenummer
208984
Vakgebied
Zakelijke dienstverlening
Standplaats
Den Haag

Functieomschrijving

On behalf of our client, an International Government Institution, we are looking for an experienced and enthusiastic fulltime Receptionist / Administrator (37,5 hours/week).
To provide a professional, welcoming, courteous and lasting first impression reception service. To provide administrative support as required and determined by the Facilities Manager.

The FM Administrator/ Receptionist is a key client, customer and visitor facing role providing a first point of contact and creating a first impresson for all visitors and guests entering the building through main reception.

The Administrator / Receptionist must consistenly be corporately dressed,knowledgeable, organised, articulate and welcoming.

Main Duties and Responsibilities

o Receptionist for UK Delegation; Ensure that all telephone calls and enquiries are dealt with in an efficient, professional and competent manner.
o Receive, welcome and depart customers and vistors in a professional and courteous manner at all times.
o Work collaborativly and flexibly with colleaugues in other offices, providing contigincy cover as and when required.
o Carry out administrative duties relating to reactive work orders for the UK Delegation as requested by the Facilities Manager.
o Ensure all work records are updated and maintained within Maximo CAFM system.
o Liaise closely with colleagues, clients’ and customers as required.
o Organise tasks with Interserve Accredited contractors and technicians as required, and liase, plan and organise call outs for subcontractors as required.
o Obtain estimates for chargeable works, seeking appropiate client approval. On approval undertake procurement process and manage works through to completion.
o Liase and collaborate with NATO colleaugues, clients and customers, informing and updating as required and necessary.Escalate to UK delegation for NATO non-reaction.
o Implement PPM (Plan Preventive Maintenance) programme for the UK Delegation, PPMs to be completed in accordance to Contractual Key Performance Indicators and submitted monthly.
o Organise, plan, monitor and manage all subcontractor PPMs for UK Delegation. PPMs to be completed in accordance to Contractual KPI monthly.
o Liase with UKDEL Security team and plan, control and request accesses passes for subcontractors.
o Plan and arrange remedials works following PPM works as required
o Arrange estimates from subcontractors, and seek approval from FCO.Undertake procurement process and manage works through to completion.
o Annually – Update Subcontractors Safe Systems of works and Health, Safety and Envirnmental docmentation, namely, risk assessments, method statements, COSHH data sheets, EL & PL insurance etc.
o Raise Prism Requisition for UK Delegation, namely office furniture purchase, etc…
o Ilicit feedback / satisfaction from customer and or client when a job has been completed before completing the works order on Maximo.
o Assist Facilities Manager with management information data collection, assist / support as requested with monthly/weekly MI reporting, including progress updates on all work orders.
o Work on and build trusted, reliable and credible relationships with customers’, clients, building users, subcontractors and supply chain partners.
o Sound knowledge of business continuity planning, assisting in maintaing and updating plan as required.

Eisen

• Written/spoken English is essential, Dutch would be an advantage.
• Articulate, professional with excellent customer services skills
• Be prepared to attend all relevant training sessions and meetings.
• Excellent interpersonal skills and a bright, friendly demeanour essential.
• Excellent communication skills, written and oral
• Demonstrated ability to communicate effectively at all levels, including internal and external customers, co-workers, suppliers, partners and subcontractors.
• Ability to maintain very high levels of confidentiality critical.
• Proven ability to prioritise work, working within tight deadlines, and multi-tasking, namely planning, organising and monitoring several activities at the same time.
• Good decision making and problem solving abilities is essential.
• The role requires high levels of reliability, dependability, honesty and integrity.
• A flexible approach to working hours is essential due to the operational needs of the contract.
• Articulate and organised to ensure, business documentation is maintained, and kept in line with company policies and procedures and contractual obligations and requirements.
• Attention to detail and strives for operational excellence.
• Must have a sound understanding of quality management systems, information management systems and databases
• IT literate with an advanced level of Microsoft Office applications.
• Capable of working under pressure with minimum supervision.
• Logical, self-starter able to work with minimal supervision.