Hospitality Services Executive - 12-month Fixed Term Contract

Job Description

This role is responsible for providing proactive front of house practice support and administration. The role holder must have first-class customer service and administration skills, with a proactive and solutions-focused approach. The role will work with various teams in providing excellent front of house service to clients, visitors and internal stakeholders. The role holder may be required to work overtime as needed and may need to work outside of office for offsite office events.

Front of house responsibilities:

• Provide full front of house support to the Singapore office, including the management of a booking schedule for meeting rooms and coordination with various professional departments to ensure meeting requirements are fulfilled.
• Manage the switchboard in a professional manner, ensuring all calls are handled efficiently
• Welcome and assist clients/visitors, record their details, direct them to meeting rooms, prepare refreshments and drinks as requested and attend to their individual requirements
• Allocate desks/rooms for visiting staff and liaise with IT department to prepare necessary communication and computer equipment prior to their arrival
• Maintain the cleanliness and orderliness of meeting rooms, business lounge and communal areas at all times
• Clear mugs, glasses, plates and utensils on meeting room tables after meetings
• Prepare coffee using the coffee machine for both internal and external clients and ensure that their preferences are accommodated
• Regular maintenance of the coffee machine to ensure it operates in an efficient and hygienic way
• Keep the hospitality bar clean and well-organised at all times to provide a welcoming environment at all times
• Issue office cards and lift access to visitors as needed
• Arrange transportation for visitors and clients upon request
• Any other duties that may arise from time to time

Catering responsibilities:

• Oversee the room set up requirements including configuration of tables and chairs and any other equipment
• Assist the relevant teams in providing catering service to meetings, conferences and events and serving of drinks and food to clients throughout the event
• Assist in the pre and post preparations and plating for all internal and external meetings and events
• Order pantry supplies and ensure cleanliness in the pantry area and Red Dot Cafe
• Clear mugs, glasses, plates and utensils on meeting room tables
• Plan menu and order food and beverages for internal and external meetings and events
• Liaise with external vendors to maintain all operating equipment such as coffee machines, wine coolers, dishwashers, refrigerators, microwave, water dispensers and etc.
• Monitor the quality of the product and service provided
• Keep to budgets and maintain financial and administrative records
• Any other duties that may arise from time to time

Events responsibilities:

• Coordinate with vendors for costs and event setups at both in-house and off-site locations
• Collaborate with the Business Development team to plan and execute internal and external events
• Prepare name badges and coordinate with the Print Room for the production of printed materials
• Update client contacts and event details in InterAction
• Any other duties that may arise from time to time

Administration responsibilities:

• Maintain the Singapore office floor plan. Distribution Lists, Office Contact list (update extension numbers, name changes and the other contact details)
• Manage Concierge and Hospitality mailbox
• Assist Academy team with setting up of webex meetings and other miscellaneous duties

Team coverage:

• Any other duties that may arise from time to time

Other ad hoc duties:

• Coordinate with building management to ensure that all office issues are resolved in a satisfactory and timely manner eg: air con issues/ lighting issues
• Coordinate with various vendors on the maintenance of the office
• Organising storage space within the office, driving overall back-of-house cleanliness and housekeeping standards
• Any other duties that may arise from time to time

Qualifications

• A minimum of five years' relevant experience in a concierge or customer service role.
• Confident communication skills, both in written and verbal English
• Ability to interact professionally at all levels, both internally and externally•
• Attention to detail and meticulous
• A flexible and proactive approach to work, with the ability to adapt to changing priorities.
• Exceptional customer service skills, with a commitment to maintaining professionalism at all times.
• Availability to work overtime as needed, demonstrating a willingness to go above and beyond to meet the needs of clients
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• A highly motivated individual who thrives in a team environment and contributes positively to team dynamics.

Additional Information

From your first day with us, you will have varied opportunities to continuously grow and develop your skills and knowledge.

From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.

Whatever your area of expertise, you will find a range of career opportunities at Clifford Chance. And wherever you're heading, Clifford Chance is where you can be true to your ambitions.
Our firm, work and people span jurisdictions, cultures and languages. In a world where commercial success increasingly relies on globalisation, we offer clients a truly international perspective, and we offer our people a rewarding and stimulating career.

We're proud of our approachable, friendly and team-based way of working. Highly professional and self-assured, with an entrepreneurial streak, our people are more than happy to share their expertise and knowledge.