As an integral part of the Workplace Services team, the Guest Services Ambassador will be based at our Milan office receptionand will be the first point of contact to all our employees, customers, partners and guests
visiting our office.
The candidate will be flexible and agile managing all reception tasks, from customer greetings to employees queries, from mailservices to badge handling/requests (including various admin tasks), ensuring an excellent customer service delivery at all times.The Guest Services Ambassador will also collaborate with team members in different cities/countries and build astrong
relationship with all our stakeholders and business partners.
The ideal candidate must be customer service oriented, organised, understand the business needs, have a strong attention todetails, be ready to work in a fast corporate environment, be able to prioritise and tackle all admin tasks on time, be problemsolving oriented and have a positive and can-do attitude.

Main Responsibilities include, but are not limited to:
RECEPTION SERVICES

Ensure the reception/customer facing areas of the office are manned any time during business hours;
Welcome and acknowledge every walk-in into a professional, warm and positive manner;
Act as a single point of contact for any visitors, support with coat and luggage, serve welcome drinks or hot beverageswhere applicable, provide any required information or support;
Registration of visitors according to Salesforce corporate security policies and hand over to host;
Complying with Salesforce corporate security policies, when activating or distributing diverse badges of Salesforce accesscontrol;
Maintain the reception area overall appearance, making sure the area is representable at any given point of time, andaligned with Salesforce standards:
Branding - including flowers, plants, newspapers, magazines, pins, stickers etc.
Maintain a tidy and smart uniform at all times, ensure you are well groomed:
Extensive and up-to-date knowledge of internal and external meeting facilities, restaurants, hotels, venues and businessesto make the most suitable recommendations or arrangements, in coordination with the Workplace Services team;
Maintain up to date our Milan reception google calendar as needed;
Handle all incoming calls to front desk in a professional manner;
Become an expert of all our tools (Gmail, Gdrive, Gsuite, Slack, REWS ticketing system, etc.);
Close collaboration with the Workplace Services Sr Coordinator to make sure the office runs smoothly on day to day operations;
Be familiar with all the internal processes and procedures which are relevant to our office and reception, including all ourinternal playbooks and the internal Real Estate and Workplace Services Portal
In alignment with our business centre reception, handle badges and memberships requests, keeping track of them throughour internal log sheets;
Manage our stickers and pin program, checking upon our stock and placing orders when needed;
Take ownership of our Milan reception email inbox and and answer promptly to all requests;
Maintain all our internal reception documents, log sheets, checklists and guidelines up to date;
Provide front desk training to office covers if/ when needed;
Ensure the reception signage is relevant, up to date and compliant to the latest released branding;
Report maintenance issues to the business centre in a timely manner and keep track of them in our maintenance issuestracker, making sure is always up to date;
Handle the execution and communication of our “Lost and Found” office program;
Working closely with the business centre reception handle badges to employees, keeping track of our local log sheet;
maintain a quarter meeting with the business centre reception to review the badge holder list;
Work closely with the business centre and give assistance to employees in extra meeting room bookings if needed;
Handle daily incoming mail, registration and distribution to Salesforce employees in accordance with Salesforce policiesand playbook;
Working closely with our Business Centre reception, develop a good knowledge of all our shipping options/costs andarrange and manage all mail and packages shipments directly with them;
Use our internal Ticketing System for all mail and packages requests/handling and for all general workplace servicesrequests as well;
Maintain up to date all our mail documents/ tracking sheets;
In collaboration with the Sr Coordinator handle and manage all the personal storage requests, keeping track of all hotboxes available in the office.

MEETING & EVENTS

Work closely with the Workplace Services Meeting&Events Coordinator for meeting and events happening at the office;
Be responsible for creating all necessary branded signage for our meeting and events;
Collaborate with the Event coordinator for the set - up and clear up of catering making sure the vendors fully understandsour needs and requirements;
Update the local meeting and events tracker & collaborate with the day porter teams making sure they have a clearvisibility of the catering services and meeting rooms and social lounge agenda;
Support the Event Coordinator with the internal event such as simple meeting catering & Services requests;
Support the M&E Coordinator for the groups registrations.

PROFILE
Qualifications:

Minimum 2 years of experience in a customer-facing role
Hospitality background is a plus
Experience with Mac and Windows, including competency with Gmail, Google Calendar and Google Drive
Fluent in spoken and written Italian and English
Interpersonal skills:
Hospitality/ Corporate experience and background preferred;
Passion in delivering excellent customer service and strong attention to details;
Strong interpersonal and organisational skills with ability to multi-task, prioritise;
Flexible and can-do attitude;
Excellent problem solving skills, time management, good team player, consistency, pro-active and can-do attitude;
Ability to work in a fast-paced environment and meet deadlines;
Excellent communication skills, both verbal and written are essential;
Previous experience in corporate organisations, hospitality or customer service roles are a plus.