Internal Job Title: Front of House Coordinator
Business: Lucy Real Estate
Location: Oxford
Job Reference No: 3569
Job Purpose:
We are seeking an enthusiastic person to join our team at Lucy Real Estate.
This role will be the first point of contact for all visitors to the Lucy Real Estate office and will assist incoming callers and visitors ensuring that they are dealt with effectively and efficiently. The role holder will not only undertake reception duties as listed, but also support with additional administrative support to the office team leaders.
The role holder will be a highly motivated individual who will take a proactive approach to supporting the delivery of services required in the office environment. They will have proven experience in supporting building servicing in a relevant environment, a working knowledge of health and safety matters, and demonstrable experience of managing a busy and varied workload with conflicting priorities.
They will possess excellent customer service and communications skills, will be highly reliable and be a confident self-starter.
Business Overview:
Lucy Properties is a property owner and lettings & management business within Oxfordshire. With an increasing focus on sustainable living, we invest in and manage over 500 lettable units with over 650 tenants. One of Oxford’s largest private landlords, our properties – including residential units, offices, car parks and agricultural land - are managed and maintained in-house, providing an extremely high-quality service to residential and commercial tenants alike.
Job Context:
You will work alongside the Real Estate team to run our front of house and support the business needs from an operational and administrative perspective.
This is a great role as you will be meeting and greeting visitors as well as building relationships with the wider Lucy Real Estate team.
Strong interpersonal and communication skills are key in this role, as well as having a positive can-do attitude.
Job Dimensions:
This role is a full-time role of 37 hours per week, Monday – Thursday 9am – 5pm, with half an hour lunch and Friday 8:15am – 4:15pm, with an hour lunch.
The role reports to the Operations Manager based at our Cranham House Office in Oxford.
The reception and helpdesk team will be required to cover each other’s breaks, scheduled holiday and unscheduled periods of absence
Key Accountabilities:
Maintaining standards and taking responsibility of the reception area, ensuring that it is tidy and kept clear of obstructions at all times.
Provide an efficient switchboard service to incoming callers ensuring calls are dealt with promptly.
Greeting visitors and customers professionally and ensuring that all health and safety procedures are adhered to, for example, log visitors and issue passes.
Help to manage the key cupboard and maintain accurate records, coordinating with maintenance staff and the property team.
Accept rental payments from tenants.
Responsible for incoming and outgoing post, including signing for urgent incoming consignments, franking, sorting and circulating.
Organise visitors’ parking, coordinating with the Group Facilities Manager.
Prepare meeting rooms for guests, organise refreshments and coordinate lunch bookings with outside caterers.
Regular daily audit of shared meeting rooms and replenishment of consumables.
Ordering office stationery and refreshment supplies.
Ensure that all stationery cupboards/kitchens are kept fully stocked.
Maintain and issue security passes for all staff and contractors on site and keep security database up to date.
Maintain a register of and issue car park fobs as required to employees.
Organising files and keeping a record, both of virtual and paper documents.
Taking memos and communicating with coworkers and customers by phone calls, email, and regular mail.
Raise purchase orders using our internal system.
Supporting the management of office service contracts and maintaining internal records.
Handling office equipment, such as fax machines, projectors, etc.
Preparing PowerPoint presentations.
Writing and preparing documents. Proof reading and correcting grammar and spelling mistakes.
Supporting the planning of employee, stakeholder and tenant events.
Scheduling appointments, diary management and administrative support to the business heads for Lucy Real Estate.
Any other ad hoc duties that may be required
Qualifications:
Minimum Qualifications, Knowledge and Experience
Experience in a busy customer service environment.
Switchboard experience.
High standard of literacy and numeracy, A-Level or equivalent.
Trained First Aider (or willing to attend course)
Trained Fire Marshall (or willing to attend course)
Good knowledge and use of Microsoft Office functions (Word, Outlook, Excel)
Typing and secretarial skills.
Behavioural Competencies
Is a confident self-starter.
Able to work both independently and within a team.
Have a customer centered focus.
Good interpersonal skills with a pleasant, can-do attitude.
Highly organized.
Integrity and ability to maintain confidentiality.
Ability to multitask.
Does this sound interesting? We would love to hear from you. Our application process in quick and easy. Apply today!
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