Front of House & Facilities Coordinator

Job Description:

Introduction

Dentsu is an integrated growth and transformation partner to the world’s leading organizations. Founded in 1901 in Tokyo, Japan, and now present in over 145 countries and regions, it has a proven track record of nurturing and developing innovations, combining the talents of its global network of leadership brands to develop impactful and integrated growth solutions for clients. Dentsu delivers end-to-end experience transformation (EX) by integrating its services across Media, CXM and Creative, while its business transformation (BX) mindset pushes the boundaries of transformation and sustainable growth for brands, people and society.

We’re hiring for a Front of House & Facilities Coordinator to be responsible for delivering exceptional Front of House & Workplace Experience services in our London office.

Purpose of the Role

As Front of House & Facilities Coordinator you’ll play an integral role ensuring our offices and services are well designed, fit for purpose, compliant, sustainable, and cost-effective. Working as part of a highly skilled & collaborative team, you’ll deliver an exceptional service whilst using innovation to proactively multi-task in a fast paced, evolving, and exciting environment.

You’ll ensure a smooth and efficient client journey from arrival, during their visit and through to their departure whilst maintaining a professional and welcoming environment for all visitors. As well as supporting the business by assisting with the preparation and implementation of internal or external events (pitches, meetings, events) ensuring rooms and facilities are presentable and in good working order to meet client requirements. This will include moving and setting up furniture for pitches - due to the nature of such tasks, there is a high-level of manual handling and heavy lifting required.

Key Responsibilities

• Working with stakeholders to ensure meeting rooms and facilities are presentable and in working order for the client requirement, managing client visits and meeting room bookings to minimise client conflict.
• Working with internal stakeholders and clients to support the Hospitality delivery functions ensuring orders are placed in advance and proportionate to the numbers attending. 
• Deliver high quality mailroom services by meeting appropriate SLA’s and delivering a consistent service which exceeds customer expectations. This includes but is not limited to sorting, scanning and delivery of post, parcels, and general deliveries to our buildings and externally.
• Carry out routine H&S checks throughout our buildings including weekly floor walks reporting on slips, trips and hazards or any other H&S issues and continuously support the safe environment for employees and visitors to our buildings by having regard for all Health and Safety legislation, plus company policy and procedures.
• Ensure our procedures, policies and systems are implemented and reviewed to ensure our offices and services meet business objectives. This will include supporting agile working practices e.g. assisting with the implementation and management of the various locker systems.
• Provide multi skilled cover and support for the Facilities Helpdesk, ensuring delivery against internal SLA including being the voice of our business, connecting client calls to the correct individuals in a professional and efficient manner, assisting with any enquiries.

Qualifications + Skills

• Previous experience in a similar Workplace Experience or Front of House role with strong customer service and people skills.
• Solid administrative skills and a keen eye for detail with strong IT skills and a good understanding of Outlook, MS Office and, preferably, Condeco.
• An ability to work under pressure, a willingness to help others and a positive can-do attitude with a clear focus on high quality service.
• Confident, trustworthy (discretion & confidentiality) and dependable with a flexible approach to work.
• Strong listening skills, effective communication, who can influence all levels of people across the business with a genuine enthusiasm for working with people.
• Proactive, takes responsibility, influences, consults & refers appropriately.

What we offer

This is a permanent role. The team is based fully on site in our London office Monday-Friday between the hours of 9am – 5.30pm.
As well as a competitive salary, you’ll enjoy a benefits package that you can tailor to your needs.

Inclusion and Diversity

Our diverse and inclusive culture enables our employees to bring their whole selves to work and be proud of doing so. For us, this is the foundation for great innovation which, in turn, generates better outcomes for our people, partners and communities. This is why we encourage applications from people with disabilities, and of all ages, nationalities, backgrounds and cultures.

We are happy to discuss flexible and agile approaches to working for all our roles – we can’t promise we will be able to offer you everything you want or need but we do promise to discuss it with you openly and honestly. If you have any reasonable adjustment needs arising from a disability or medical condition to fully participate in the recruitment process, please discuss this with our recruitment teams.

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