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POST DATE 9/15/2016
END DATE 1/4/2017

Cushman & Wakefield, Inc. Warwick, RI

Warwick, RI
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #


Job Title


Job Description Summary

The Facilities Service Representative is responsible for establishing a warm, welcoming and professional atmosphere for all clients, executives, staff and members of the client corporation. The candidate will be the first point of contact for visitors to the firm, making them feel comfortable, directing them to their appointments and meetings, and assisting them during their stay. The concierge pro-actively anticipates the needs of the customer so a solution can be offered before being requested, personalizing the delivery of the service to meet the specific needs of each customer. Maintain security and providing the best and most pleasant service to our client.

Job Description


The Facilities Service Representative will be responsible to:

* Interface with Senior Clients on a one on one basis

* Responsible for ensuring that all policies, procedures and guidelines are being followed by departmental personnel.

* Responsible for all administration duties which are necessary in the functioning of the department.

* Properly greet and handle visitors to the company, with a smile and maintaining eye contact through the entire interaction. Follow established procedures with regard to both expected and unexpected arrivals, coordinating with in-house security as appropriate. Address guests and clients by name whenever possible.

* Answer telephones in a friendly, professional manner, taking messages with accuracy. Always put a smile in one's voice and enhance personalization by using names.

* Check voicemails, emails and new meeting room requests on the Crestron reservation system and handle accordingly.

* Assist with the booking of meetings and workspace within the MetLife locations. Monitor meeting start/end times, food and beverage deliveries, and any specific process as designated by the client.

* Walk through the floors to ensure that signage is appropriate and facilities are set properly.

* Ensure the all reservations are confirmed with facilities, audio visual security and food services.

* Create and send out the reservations to appropriate contacts including Audio Visual, Food Services, Security and Facilities.

* Implement security policies and procedures established by the client with regard to arriving and departing visitors, contractors, delivery persons, etc.

* Daily floor audits/inspections to be done and reported to facilities as per the established guidelines.

* Carry out concierge duties such as providing maps and directions, distributing parking stickers, and assisting with restaurant referrals. Maintain a supply of visitor amenities at the Reception desk.

* Communicate requests to the appropriate internal support departments, such as building maintenance (heating and cooling issues), information technology (computer issues), audiovisual technology (meeting room technical support), and mail room (package pickups and deliveries).

* Have a thorough understanding of the firm's emergency procedures and be prepared to carry out designated tasks in the event of a fire or other emergency.

* Maintain attractive, neat appearance of Reception area, keeping newspapers and periodicals in order, coffee service replenished, etc.

* Troubleshoot a wide variety of requests and situations, both for guests and for members of the firm.

* Email the appropriate contacts in the Conference Center daily to schedule for the following day.

* Ensure all emails and voice mails have been checked and handled accordingly prior to leaving.

* Coordinate with Property Manager all Guest check in and check out procedures with Mobile Space

* Coordinate with Property Manager all Conference Room reservations and execute set-up and ensure room ready times

* Maintain all Mobile Space checking on clients and needs at standard intervals through out each shift

* Inspect conference rooms at standard intervals through out each shift

* Assist and execute Mobility AV to include phone connections, laptop connections, and office center assistance.

* Assist Conference AV to include computer connections, power point presentations, audio calls, Flips charts and whiteboards.

* Maintain client and customer communications practicing Platinum Service Standards

* Daily input of Crestron reservations

* Assist guests with Crestron

* Close facility as per Closing Checklist

* Execute the following reports weekly to Property Manager

* Weekly Occupancy Report

* Weekly Attendance Logs

* Payroll Hours

* Next Week Projections

* Client Issues

* AV requirements for next week


* A high school graduate, with two to three years' experience in a client service/reception position within a hospitality or corporate environment.

* Requires strong communication, organizational, decision-making and interpersonal skills

* Ability to multi-task and to work well under pressure.

* Ability to work collaboratively with others

* Individual needs to be reliable, thorough, observant, organized, flexible and courteous

* Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form

* A passion for delivering the Platinum Service Standard to provide transformational service in hospitality.

* A consistently professional approach, including a strong sense of self- respect and integrity, as well as respect for and interest in others.

* A mindset to take ownership and responsibility within and outside one's job domain. Competencies must include self-confidence, willingness to learn, and feeling comfortable with change and coordinating change.

* Excellent oral and written communication skills.

* Basic computer skills and knowledge of office technology/equipment.

* Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details.

* Discreet, ethical and committed to maintaining a high degree of confidentiality.

Cushman & Wakefield is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

Cushman & Wakefield is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.