Receptionist - Facilities Coordinator

We’re currently looking for someone to join our Krakow team supporting at Reception, but also with our back office Global Facilities & Support Services team. We offer ambitious projects, exciting development opportunities, and inspiring work based on human contact.

As a Facilities function we’re known for providing ad hoc support and helping to ensure the office runs smoothly for all stakeholders, both internal and external. Facilities Team makes sure everybody is safe at the office. They keep suppliers in check. They order coffee and fruit! And there’s much more…
With the various innovations we are working to implement now, it’s a good time to join one of the most important and fundamental departments in Alexander Mann Solutions.

All general administrative and office services support functions including:

• Undertaking all necessary tasks as listed in Reception Manual and task lists to ensure all aspects of office support are provided
• Undertake follow ups on all meeting room bookings and Hospitality/IT bookings to ensure requirements are met in an efficient and timely manner
• Use daily task lists and to do lists to ensure forward planning and time management
• Manage day to day relationships and service provision of suppliers for office cleaning, kitchen supplies, stationary supplies and general office maintenance
• Responsible for day to day running of the Switchboard function, Reception Services, Mail Room and Hospitality ensuring all tasks are covered during busy periods or staff absence
• Provision of monthly statistics for reporting on all aspects of the Facilities within scope of the role
• Responsible for answering all calls on Switchboard and ensuring that all client calls are directed to the appropriate recipient in a timely manner
• Directing customer complaints to the appropriate team/manager to ensure client dissatisfaction can be addressed as a matter of urgency to limit loss of business or clients
• Handle day to day queries in an effective and timely manner, and escalate where necessary and appropriate
• Maintain good visitor and guest relations and develop effective relationships with staff of all levels
• Directing incoming mail to correct recipients in a timely manner to enable colleagues to address all business requirements within service levels
• Providing appropriate hospitality to external meetings in a timely manner and presented appropriately, removing when no longer required and tidying the rooms so they are presentable for the next meeting
• Responsible for checking and monitoring all IT equipment in the meeting rooms to ensure they are suitable for use and ready for each meeting, ensuring all issues are logged with IT department immediately to ensure problems are resolved as soon as possible

Who are we looking for?

This role is for someone who speaks fluent English.

We deal with all sorts of stakeholders and visitors in a fast paced and dynamic environment, so are keen to consider applications with any Customer Service or Hospitality experience.

Your enthusiasm and drive will be key to this role, in return for this we’ll invest in you, and give you the opportunity to learn more about the inner workings of the business. 

• Professional  training  programme  with  knowledge  about  processes  and  buddy  who  will  support  you during your first weeks with us
• Private medical care and life insurance
• Foreign language lessons provided in the office
• Benefits from Social Fund, including Multisport card
• Additional day off
• Work environment supporting work-life balance (CSR, remote work option, flexible working hours etc.)

Alexander Mann Solutions is committed to Equal Opportunities and welcomes applications from all sections of the community