A global, digitally enabled business that empowers a brighter future by connecting millions of people with their assets – safely, securely and responsibly. Through our two businesses MUFG Retirement Solutions and MUFG Corporate Markets, we partner with a diversified portfolio of global clients to provide robust, efficient and scalable services, purpose-built solutions and modern technology platforms that deliver world class outcomes and experiences.
Overview
As a Receptionist / Facilities Management Officer you will be responsible for providing administrative support to a number of teams within the business and ensuring the smooth running of the Front of House function.
Key Accountabilities and Main Responsibilities
* Deliver excellent customer service to colleagues/teams, clients and suppliers and ensure high standards of service deliverance are maintained.
* Dealing with all enquiries and resolving any problems over the phone or in person.
* Maintain security by following procedures; monitoring logbook; issuing visitor badges.
* Maintain safe and clean reception area by complying with procedures, rules, and regulations. Maintains continuity by documenting and communicating actions, irregularities, and continuing needs.
* Organising meeting room calendars and the hospitality requirements for management meetings and presentations
* Assisting with H&S processes including First Aider and Fire Warden responsibilities (training will be provided)
* Building Management
o Manage all tenancy issues for all MUFG Pension & Market Services sites.
o Liaise with building management and external service providers.
o Co-ordinate all building maintenance services including air conditioning, electrical/cabling, cleaning, plants, security
* Office Accommodation
o Maintain staff location list
o Assist with internal relocations
* Office Facilities
o Manage office facilities by providing recommendations and organising purchase/lease/maintenance of office furniture and equipment, courier services, cabcharge, etc.
* Financial Management
o Assist in controlling & monitoring expenditure for all MUFG Pension & Market Services cost centres.
o Arranging payment of invoices for products & services and ensuring appropriate cost centre allocation for all costs.
* Purchasing
o Enhance mutually beneficial relationships with all suppliers and identify significant cost savings on purchasing and other services.
o Arrange purchase of stationery, office furniture & equipment, IT equipment & accessories.
* Reception Duties
o Answer and redirect all incoming calls via the Integrated Attendant Console (IAC).
o Assist with the following tasks as required:
o Co-ordinate & book couriers for MUFG Pension & Market Services Staff
o Co-ordinate and maintain the MS Outlook calender of the meeting room bookings
o Maintain cabcharge register
o Assist with meeting room bookings
Experience & Personal Attributes
* General reception and administrative experience
* Customer Services Oriented
* Excellent and up to date working knowledge of MS Office, Outlook, Excel and PowerPoint.
* Good interpersonal skills
* High degree of accuracy and attention to detail
* Well organised and a good planner
* Good written and oral communication skills
* Good upward management skills
* Ability to manage own workload
* Able to use own initiative and the ability to work through issues and problems
* A dedicated team player
* Willingness to build relationships and to influence positively at all levels
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