GCS Coordinator/ Senior Receptionist

2 weeks ago

Sydney, New South Wales, Australia Dbla Full time

Join our team to work with one of our prestigious clients

At Drake Business Logistics (DBL), we're proud to be a top-tier managed services provider based in Australia. Our mission is to deliver exceptional outsourced management solutions, optimizing support functions to drive cost reductions and efficiency enhancements for our esteemed clients. Join our dynamic team and seize the opportunity to work directly with one of our prestigious clients, contributing to their success while advancing your career in a thriving environment.

THE ROLE

Key stakeholders

  • Client staff and client stakeholders
  • Direct and indirect reports
  • Vendor and contractor staff

Duties & responsibilities include:

The role will be responsible for providing a more personal and engaging level of service at every touchpoint in the building, by being hospitable and forging a lasting, open and collaborative relationship with users through the delivery of a unique and authentic experience.

If you have an understanding of finance services/investment banking services, excel in high-end customer service, and thrive on working independently, this could be the perfect fit for you. You are looking for an exciting opportunity to join one of the world's leading investment firms located in Sydney. You will be someone who thrives in a busy environment, has an exceptional phone manner, high standards of personal presentation, and a positive attitude with the willingness to learn and grow with the business, then this is the right opportunity for you.

You play a key role in the Corporate Services team. You are the first point of contact for all incoming calls from clients, employees, and the general public. Ensuring the experience provided is seamless, welcoming, professional, aligned to the highest standards required by our client is paramount.

  • Provide excellent customer service and manage the concierge counter. Greet clients and visitors, and escort them to the meeting room. Serve drinks to clients in the meeting room whenever necessary.
  • Handle telephone switchboard- both internal and external to the firm
  • Provide high standards in client service delivery via f2f, telephone and email communication adhering to the client's expectations
  • Foster a friendly, pro-active, and productive manner towards customers
  • Ensure all client requests and inquiries are actioned and answered promptly, accurately and in a professional manner
  • Coordinate the efficient and accurate booking of meeting rooms and catering requests with event team as and when needed
  • Coordinate venue set up and work with event team.
  • Proactively manage bookings and resolve meeting room conflicts via EMS /Book- It system
  • Liaise with other IT and Global Corporate Services (GCS) functions to ensure meeting s run smoothly
  • Liaise with building management office and vendors for office matters (e.g. repair and maintenance, work permit and visitor registration)
  • Perform daily checks of all conference rooms and the office area (including but not limited to printing area, pantry area) to ensure stock replenish and its tidiness; reporting any issues by creating Corrigo tickets and monitoring until issues are resolved
  • Adhere to procedures and processes as well as manage client expectations and anticipate their needs
  • Active involvement in event preparation (Create event request in Cvent,
    coordinate with host, catering vendor, venue set up), and ensure the event run smoothly.
  • Maintain the general tidiness/ cleanliness of the office including but not limited to reception area, meeting rooms, printing area, pantry area, store room.
  • Provide escort to FM vendor to carry out ad hoc works if necessary.
  • Provide support for general office administration duties (e.g. invoice process, purchase order, security card requests, pantry ordering, mailing/ printing management)
  • Ad hoc duties as requested by management

REQUIREMENTS

To be considered for this role you must possess the following:

  • The ideal candidates will have an awesome attitude and high attention to detail, ready to take on any given task
  • Strong interpersonal and communication skills
  • Experience in event coordination
  • Familiar with administrative support tasks and request management
  • Full Australian Working Rights

A full copy of the job description will be shared with short listed candidates. Please note: Only successful applicants to progress to the next stage will be contacted.

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