Welcome Host Jones Lang LaSalle

Duties & responsibilities

Primary tasks and objectives

• Provide a memorable and exceptional workplace experience to all visitors and colleagues, delivering unexpected moments of inspired customer service
• Take ownership of the welcome services and support our visitors and colleagues within the workplace
• Build relationships with key stakeholders and encourage interactions between colleagues and OurWorkplace teams
• Understand the needs and wants of the business or business units you engage with

Visitor Management

• Support and assist our visitors and colleagues with entry and exit into the workplace while delivering a passionate and inspired service and experience
• Deliver an effortless service allowing flexibility for each colleague and visitor o Provide a frictionless and efficient experience catered to each individuals situation, whether they require a speedy or a more enhanced service
• Welcome, register, and assist visitors and colleagues in compliance with security policies while delivering a human-centric approach aiding in a tailored approach.
• Aid in creation of an environment that establishes our clients as the workplace of choice that others look to emulate
• Liaise with colleagues to ensure their visitors are received in a timely manner while helping the visitor feel welcome and comfortable
• Answer general phone inquiries professionally, responding to questions and transferring calls as needed.
• Day-to-day and adhoc colleague and visitor assistance and identifying opportunities to anticipate the needs of our visitors and colleagues.
• Help, guide and provide support to all colleagues and visitors by providing directional support on-site and nearby and respond to adhoc requests as necessary (i.e order a taxi, assist with a reservation, etc)
• Respond to inquiries from internal and external visitors regarding such information as: locations of buildings, local services and local amenity information

External-facing spaces (Customer meeting rooms, external lounges, or others where applicable)

• Prepare meeting rooms for our visitors and colleagues ensuring each room is clean and well maintained and in good working order
• Create relationship and liaise with the service partner teams so meeting rooms and designated areas are kept clean, tidy and well maintained at all times.
• Liaise with the appropriate team (IT, communication, audio/video, etc) ensuring that the technology within these rooms operates efficiently and without any problems.
• Competent on all meeting room equipment and offer first fix assistance with IT/AV issues.
• Assist with meeting room booking requests, proactively identifying the best space for the required needs and wants and reassigning when required.
• Attention to detail when taking bookings, ensuring full details are collected from the host.
• Liaise with the hospitality / catering team for any food and refreshments requested by the host / client.

Customer Service & Communications

• Ownership of all interactions and queries, dealing with those that fall within Welcome Host responsibility until completion.
• Support and assist colleagues within the workplace, demonstrating ownership of all interactions and queries.
• Aid in creation of an environment that establishes our client s workplace as what others look to emulate
• Proactive approach to office requirements and needs, anticipating future needs when the opportunity presents itself
• Receive and respond to all requests (verbal, email) or issues within one day of receipt.
• Identify and prioritise urgent requests, communicating with clients and OurWorkplace team ensuring quick, efficient reaction and seamless service.
• Listen and leverage information to understand what our clients and colleagues truly desire, empowered to escalate this feedback to develop our service.
• Foster positive experiences that drive colleague engagement and improve the workplace service and experience

Administrative Duties

• Auditing and tracking of ongoing issues and concerns
• Proactive and reactive assignment to workplace requests and concerns o Report creation of reoccurring issues or concerns for resolution
• Administer workplace policies (clean desk, appropriate use of space, etc.)
• Additional duties as assigned by Workplace Site/Experience Lead
• Meeting room booking and assistance