Company Description

We exist to provide outstanding experiences to our clients’ customers and colleagues in a way that amplifies their brand. This mission is underpinned by our core behaviours: Curious, Outstanding, Accountable.

Job Description

The warm welcome from our Reception Services Team determines the first impressions clients and visitors have of our clients’ business. We are recruiting an Advance Booking Agent for our prestigious contact in the international financial sector.

The role of the Advanced Bookings Team for our client is to ensure that an exceptional high level of customer service is delivered to all callers and staff that use Advanced Bookings and associated services, while ensuring the effective utilisation of meeting rooms across the client's estate. The successful candidate will also be supporting the Reception Services Management Team with administrative support across the account.

Key Responsibilities

• Provide a warm, courteous and prompt service for all internal and external customers of the Advanced Booking Office.
• Liaising with meeting hosts regarding their clients and meeting requirements and following specific instructions for individual bookings and visitors.
• To be proactive and effective in the co-ordination and monitoring of meeting room bookings to ensure maximum utilization of meeting rooms, while taking into consideration the practicalities and demands of other departments and clients.
• Dealing with reservation enquiries from the business and Reception Services.
• Action, respond and liaise with bookers regarding meeting room bookings for the entire estate.
• Liaise and co-ordinate with other receptionists, front of house services, service desk, catering, cleaning, security and other operational departments to ensure that all meeting room requirements are carried out correctly and on time.
• Keep abreast of the AV and IT facilities available within the meeting rooms to help respond to client requests and queries.
• Be aware of relevant legislation to include Health & Safety and be security conscious at all times.
• To be aware of security issues when carrying out reception duties and follow instructions with particular reference to visitors and confidential papers in meeting rooms.
• Provide and assist with event management when required.
• To carry out room status checks as required to ensure information on the system is kept up to date at all times.
• To carry out additional reception duties, including: management of project rooms; documents for display; desk cover where required.