Workplace Location Svcs Associate (R00325020)

Job Description - Office Receptionist – Workplace Location Services Associate

Role Overview

The Office Receptionist is a key on-site role responsible for ensuring smooth daily office operations, visitor experience, and administrative support. This position serves as a central point of contact for employees, visitors, vendors, and internal stakeholders, supporting access management, logistics, procurement, and workplace services.

Key Responsibilities

Access & Security Management

• Distribute employee access cards and manage access rights in the C•CURE system
• Distribute and configure visitor access cards in C•CURE
• Ensure compliance with access and security procedures

Employee Valuables & HR Support

• Distribute and manage valuables such as American Express Corporate Cards, Pluxee Cards, and other HR-provided benefits
• Collect tax-related statements and documentation

Front Desk & Visitor Services

• Welcome, register, and assist visitors on-site, ensuring a professional and friendly first impression
• Handle incoming phone calls and general reception duties
• Support meeting room and space reservations, including troubleshooting booking issues
• Maintain boardrooms and meeting spaces during meetings

Logistics & Client Support

• Provide extensive logistical and on-site support for client visits
• Coordinate transportation orders as required
• Prepare and coordinate meeting catering for all events

Procurement & Cost Allocation

• Act as BuyNow preparer, including creation and tracking of purchase orders
• Perform monthly recharge of catering and premium service costs to requestors’ WBS codes

Office Operations & Services

• Coordinate urgent daily requests with the cleaning agency
• Manage stationery inventory, including ordering and maintenance
• Coordinate internal and external messenger services
• Distribute messenger and registered mail

Job Qualifications

Required Skills & Experience

• Experience in reception, workplace services, facilities coordination, or administrative support
• Strong organizational and multitasking skills
• Excellent communication and customer-service orientation
• Ability to coordinate multiple stakeholders (employees, vendors, visitors)
• Attention to detail, especially when handling valuables, access, and cost allocations
• Basic understanding of procurement processes (purchase orders, recharging costs)
• Comfortable working with office systems and tools (booking systems, access systems, MS Office)
• Language skills: Czech or Slovak (C1), English (B2/C1)

Nice to Have

• Experience in a corporate or international office environment

Personal Attributes

• Proactive and solution-oriented
• Reliable, discreet, and trustworthy
• Flexible and calm under pressure
• Team player with a positive, professional attitude