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  • Job reference: RMS0194199

Reception Coordinator

  • Sector: Automotive
  • Location: Crewe, Cheshire
  • Job type: Contract
  • Date posted: 14/05/2018
  • Duration: 3 months initially
  • Time left:
    d h m s
    (11/06/18)
This vacancy has now expired.
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The Role:
The purpose of this role is to ensure that day to day operations of the business run smoothly by maintaining effective processes, resulting in the business operating to maximum capacity. Contributing to the financial stability of the facility and the generation of income to re-invest into the business.
The job holder is responsible for the delivery of customer service to the client Colleagues and Managers and the logistics of the operation, supervising Colleagues and ensuring customer expectations are met in line with best in class practices. The position is responsible for ensuring that the emergency action plan and normal operating procedures are followed at all times including facility opening and closing and safety checks.

Hours (general working hours as per below but will need someone who can be flexible):
Mon - 07:15 - 14:15
Tue - 07:15 - 14:15
Wed - 14:15 - 20:15
Thur - 07:15 - 17:15
Fri - 07:15 - 17:15

Main Responsibilities:
1. Front of House
a. Point of contact for internal and external customers for all conference and event related issues
b. Receive and handle customer feedback and complaints during shift
c. Maintenance of accurate, comprehensive and accessible business bookings
d. Provision of a service/point of contact for customers needing assistance with requests that fall outside of the business bookings
e. Meeting and greeting customers and leading them through the conference and event experience
f. Health and safety of customers and staff in line with the site safety plan and Bentley Health & Safety policy
g. Ensuring housekeeping standards are maintained throughout the building
h. Ensuring conference layouts are set ready for next day meetings
i. Provide front of house cover in line with business requirements
j. Support coordination of BeFit, Sports Sections & Gym Memberships

2. Cash handling and monitoring
a. Compiling monthly cross-charges to Bentley and liaising with the Finance Department
b. Provision of catering and conference quotations to potential customers
c. Assisting with purchase orders, processing invoices, monitoring spend and credit card reconciliation
d. Accurate daily recording of sales through EPOS system
e. Cashing up tills and banking
f. Maintenance of petty cash float and records
g. Auditing monthly bank statement for BACS payments made by external customers
h. Stock taking and ordering cleaning and operating supplies
i. Assisting with taking fitness memberships/class bookings where appropriate

3. Team Leader Duties
a. Responsible for reception and hospitality team and related processes and shift rotas, ensuring that the required level of suitably qualified and trained staff are on duty
b. Co-ordinating and attending weekly operational meetings with front of house team, kitchen and fitness staff
c. Planning staff levels required for business bookings received
d. Produce information for visual management board
e. Liaison with catering contractor staff for catering requirements, feedback and menus
f. Liaison with fitness team and support for their efforts in achieving their fitness and 'Be-fit' objectives
g. Ensure the facility opening and closing procedures, normal operating procedures, site safety checks and emergency action plans are adhered to.
h. Assist with co-ordination of events including Loyal service awards administration, colleague liaison and event support
i. Liaison with contractor cleaning team and their supervisors and monitoring of daily cleaning standards
j. Supporting reception team in dealing with customer requests
k. Planning and scheduling work for reception and hospitality team and monitoring attendance
l. Maintain accurate annual leave records

4. Communication and Administration
a. Assisting in the marketing and promotion of the facility including maintaining Legends Intranet site
b. Maintain the Legends Outlook calendar
c. Support front of house activities during high demand by working with the shift duty manager to ensure customer service expectations are met
d. Liaise with Bentley Colleagues on provisional meeting requests and ensure requirements are fully understood
e. General administration duties - in line with the requirements of post
f. Assist in obtaining and maintaining all necessary licences for the facility
g. Ensuring facility noticeboards and promotional literature is current
h. Assist with health & safety management of facility including production of risk assessments, SSWs, NOPs, E.A.Ps, Monitoring and delivery of Health & Safety training (inc fire and first aid)
i. To provide information, reports and statistics as required
j. To maintain the Legends shared drives

5. Facility Supervision
a. Act as facility supervisor during shift and respond to any incidents/accidents and emergency situations in line with facility EAP and complete necessary reporting tools
b. Ensure site security is maintained during shift in line with normal operating procedures and emergency action plan and liaise with Bentley security if required
c. Trained in First Aid and Fire Safetyto Bentley standard

The Company:
Is a leading Automotive manufacturer with a reputation for outstanding quality the world over. With demand increasing and an upturn in production, there is a need to bring further skills into the business to deliver on current and future projects.

Essential Skills / Qualifications:
* Excellent customer service skills with a diplomatic approach
* Experience in conference and hospitality business
* Strong interpersonal skills and the ability to interact at all levels
* Fully conversant with Microsoft Office and email with a high level of accuracy
* Excellent supervisory and interpersonal skills
* Experience of team working and the ability to prioritise tasks for self and team members
* Ability to work in a busy and demanding reception and conference environment
* Experience of co-ordinating bookings and cash handling/reconciliation
* Knowledge of customer service and hospitality industry
* Knowledge of automated booking systems
* Excellent understanding of health and Safety law and operating practices
* Knowledge of Industry standards for food hygiene, environmental standards and basic kitchen operations
* Ability to communicate at all levels and across a variety of media platforms
* Ability to set standards and monitor performance i.e. customer serv

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft''s services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the Data Protection Act 1998. Fircroft will only process your personal data for the specific purposes of manging your application.

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