Front of House Assistant

Reports To: Group Facilities Manager
Department: Change & Improvement
Location: Gibraltar
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Key Responsibilities / Duties:

Visitors/Reception/Security

  • Greeting all visitors in a friendly and professional manner.
  • Maintaining a spotless reception and meeting room area and ensuring that the area is not left unattended.
  • You will ensure that reception items are neatly stored and appropriately accessible.
  • Advising hosts promptly when their guests have arrived.
  • Liaising with World Trade Center Reception for external visitors and follow visitor guidelines in line with our physical security policies.
  • Issue access cards to guests, visitors, contractors, employees.
  • Dealing with Switchboard calls and take accurate messages; ensuring the phone is not left unattended.
  • Assist with events and external meetings and provide catering and refreshments as and when required.
  • Facilitate the smooth running of external meetings.
  • Respond to internal tickets in a timely and professional manner, managing expectations of timelines.

Administrative Assistance

  • Dealing with helpdesk enquiries to Front of House/Travel, in a fast and efficient way, in line with policy.
  • Provide travel assistance to colleagues incl. taxi arrangements for business flights from/to Malaga airport.
  • Reservation of meeting rooms via Outlook.
  • Ensure reception is fully covered at all times and cover holiday periods as a team.
  • Booking couriers/collections.
  • Dealing with incoming/outgoing mail.
  • Collect mail/parcels from post office and from WTC letter box, check and distribute to recipients.
  • Manage stationery ordering, stock control and ensure items are neatly stored and appropriately accessible.
  • Assisting with ad-hoc administrative tasks as required, maintaining confidentiality at all times.
  • Assisting with training booking and administration.
  • Provide assistance/guidance on Facilities matters and work as a team with the Support Services team and the Group Facilities Manager.
  • Ensure that working practices of Front of House are documented and updated, keeping appropriate records in line with these.
  • Run reports off the travel and ticketing system.
  • Occasional driving may be required.

Health & Safety

  • Helping co-ordinate emergency evacuation procedure as fire warden (training provided).
  • H&S Administration.
  • Ensuring first aid boxes are refilled regularly.
  • Any other H&S admin task as advised by the Group Facilities Manager.

Tasks and duties may vary according to business requirements.

Person Specification, Skills, Experience & Qualifications:

  • Strong experience in a similar role in front-of-house, or a 5-star service environment essential.
  • Highly organised and remains calm under pressure.
  • Strong written and verbal English communication skills and a professional phone manner.
  • Knowledge of Spanish desirable.
  • Positive attitude and welcoming persona.
  • Ability to cope with conflicting demands and meet deadlines.
  • Able to maintain confidentiality where appropriate.
  • International travel booking experience desirable.
  • Commitment to delivering a high level of customer service.
  • Ability to work on your own and as part of a team.
  • Strong technical skills and computer literacy - competent in Microsoft Word, Excel, Outlook and Internet.
  • Experience using an online ticketing system desirable.
  • Excellent personal presentation.
  • Clean driving license.

Key Working Relationships:

  • Group Facilities Manager and Support Services team.
  • Director for Change & Improvement and C&I Team.
  • Senior Leadership Team.
  • HR Director.
  • Workplace Response Team.
  • External contractors.
  • World Trade Center Manager and Reception.

This position will be full time (40 hours per week, with flexible timing to accommodate needs of the organisation). Core hours are from 9 am to 5 pm.

 

BetVictor is an equal opportunity employer.

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    BetVictor is an equal opportunity employer.