Receptionist (Guest Services Assistant)

• Ensure that the client (and internal W&C visitor) experience of anyone visiting our office is of the highest standard.

• Delivering high performance through client service excellence from arrival to exit.

• Act as a one stop shop for all clients and visitors to the building. Take ownership of requests and coordinate all elements of the service.

• Perform all tasks and responsibilities as per the Guest Service Standards Manual and Standard Operating Procedures.

• General Maintenance: Along with the BS team set up and breakdown of meeting rooms and ensuring rooms are clean & tidy for the next meeting; ensuring reception area and lobby is tidy and presentable.

• Catering Services/Special Events: Arrange catering and food orders for in-house client and staff meetings. Liaising with caterers and suppliers for best options and in collaboration with OOA.

• Conference Room & VC/Audio facilities: Along with the BS team assist with the co-ordination of video conference and conference call set up. Working with the OOA to liaise with the video conference support team and local IT to ensure smooth running of all video conferences and teleconferences. Review and update Room Reservation System throughout the day.

• Security: Along with the BS team maintain office security by following procedures and controlling access via the reception desk. Address security alarm issues that may occur and alert the OOA. Co-ordinate visitor arrivals, administer and issue visitor access passes and update register.

• Acting as the key stakeholder in all areas connected with the ground floor, client areas, guest offices and internal meeting rooms, taking ownership of tasks as they arise. Booking clients’ taxis, meeting room request and more when required.

• General Administration: Maintain and update Guest Services procedures manual and tracking system of procurement contacts in collaboration with Office Operations. Assist Office Operations and back of office team in General Office administration.

• General administration duties as required.

• Any other reasonable tasks as directed by the Office Operations Manager.

• Be proactive and challenge the status quo to ensure all processes and procedures are efficient, effective and relevant.

• Experience of working in a professional and high standard services environment.

• Solution based approach to problem solving.

• Excellent customer service skills.

• Show excellent attention to detail.

• Proficient competence in Microsoft applications (word, excel, ppt.).

• Ability to see the big picture.

• Strong time management and organizational skills, ability to stay calm under pressure when juggling multiple tasks.

• Flexible and can adapt to change in workflow requests.

• Foster good relationships with other members of the team and across the Firm.

• Fluency in English is a must, and fluency in Dutch and/or French.

Personal Characteristics / attributes

• Exceptional personal presentation.

• Articulate, pro-active and confident.

• Approachable, helpful and compassionate.

• Emotional resilience in dealing with guests and visitors.

• Discreet and diplomatic with a can-do attitude.

• Create a healthy and professional work environment and atmosphere.

• Collaborate, guide and support other team members.

• Take initiatives and responsibility for their own work.

• Location: Brussels, city centre

• This role reports to the Office Operations Manager