Tenant Services Coordinator - Sheffield, United Kingdom - Showroom Workstation

Description

Job Title:
Tenant Services Coordinator (part time)

Responsible to:
Workstation Manager


Salary:
Salary: During 6 months probationary and training period: NLW
(currently £10.42 per hour)

On successful completion of probation:
£11.06 per hour (£21,279.44 per annum (based on 37 hours contract); pro-rata'd salary for 21 hours contract: £12,077.52


Hours of work: 21 hours per week between Monday - Wednesday, working shifts 8 am to 4 pm or 10 am to 6 pm on a fair rota basis. Flexibility to work other days to cover holidays and sickness required. Occasional evening or weekend working may be required, by prior arrangement.


Overview of the post:

The Tenant Services Coordinator (TCS) is responsible for ensuring that all tenants and visitors to the Workstation receive the highest level of customer care as possible and that the services we offer are exemplary.

We want our (TCS) to be welcoming, friendly and be recognised as the 'face of the Workstation'.

The Tenant Services Coordinator will have a pro-active approach to the role, developing a detailed knowledge of the sector and promoting our services to tenants and potential new clients at every opportunity.

Areas of Responsibility:


Workstation Reception:

• To ensure that Reception is staffed at all times during opening hours, liaising with other colleagues and the Workstation Manager to obtain additional support as required.
• To always give first priority in ensuring all telephone calls are answered promptly and to operate the multiline telephone management console switchboard on behalf of the

Showroom and Workstation and our tenants.

• To ensure that all reception equipment is operable at all times (including, but not restricted to the photocopier and franking machine) and compile monthly usage reports.
• To provide incoming and outgoing mail services for Showroom Workstation and all tenants.
• In accordance with GDPR regulations maintain contact lists and databases as required
• To ensure that all contractors and/or maintenance companies report to the

Maintenance Manager, or another member of the Workstation management team, before being allowed access into the building.

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1 of 4*- Ensure working to the highest standards of customer service, ensuring quality of service and the satisfaction of all people who use the building.

• To ensure that the whole Workstation Reception area and foyer, including visitors seating area and the upper mezzanine area, are clean, tidy and professionally presented at all times.
• Responsibility for monthly charity ticket allocation.
• Responsibility for reception tuck shop stock take monthly.
• Responsibility to compile monthly business rates spreadsheets and forward to Sheffield

City Council.

• To handle cash and card payments and to reconcile till float and petty cash in accordance with Company procedures.

Tenant Services:

• To assist tenants with all queries and inform the Workstation Manager of any issues requiring follow up action.
• Ensure that tenants receive immediate and personal attention to ensure that any queries, requests, problems or disputes are dealt with, to the highest professional standard quickly and to everyone's satisfaction.
• Ensure the tenant directory and services directory is kept up to date and that all incoming tenants receive appropriate information regarding tenants' services.
• Proactively engage with tenants to seek any opportunities to jointly promote their services to other users within the building and externally and to ensure newsworthy information is shared with our Marketing team and is included in our internal publications.
• To keep up to date with social media on a daily basis, create posts and reposting as necessary to maintain the profile of the Workstation and community.
• Proactively engage with tenants and facilitate networking and community activities as required and as appropriate as approved by Workstation Manager.
• To take bookings for the tenants Meeting Room & temporary stay car parking spaces and input them into the conference management software.
• To liaise with the Sales Manager and Operations Manager in ensuring that conference rooms are checked, ready and appropriately equipped for clients, and that the appropriate signage is in place.
• Provide day to day support for users of the virtual office service as required including dealing with new enquiries.
• Responsibility for the Help Desk facility, to ensure any telephone or broadband problems are responded to and issues rectified within agreed service level agreement timescales.

Ensure that any relevant information is passed to Finance Dept as needed for invoicing.

• Develop and imbed the provision of bureau and concierge style services to tenants and other users of the building.
• Set up new tenants' phone and broadband connections, as well as ensuring required furniture is in the offices.

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Building Systems:

• Be responsible fo