Corporate Services Coordinator

Receptionist / Corporate Services Coordinator

The reception team provides a critical function within Blackstone. They are the first point of contact for guests and help create a positive Blackstone experience through world-class, seamless customer service.

Reception Job Description

Call Management

• Receiving, fielding, and redirecting internal and external calls

Guest Management

• Welcoming all visitors to Blackstone
• Notifying departmental EAs and/or meeting hosts of guests’ arrivals
• Coordinating with the building lobby and other reception desks
• Coordinating with the Dining Services team as needed, including arranging catering for local meetings and events
• Creating and running daily reports from EMS / Book-It

Conference Room Management

• Proactively managing bookings and resolving meeting room conflicts via the EMS / Book-It system
• Liaising with other IT and Global Corporate Services (GCS) functions to ensure meetings run smoothly
• Performing daily room checks of all conference rooms; reporting issues by creating SNOW tickets and monitoring until resolved

Blackstone Knowledge

• Gaining an understanding of Blackstone to engage in conversation with guests and to answer questions from callers
• Recognizing key business unit leaders and corresponding EAs, and learning preferences related to call forwarding and guest greeting, escorting, and delivery

Physical Reception Areas

• Ensuring the reception area is pristine, clean, and tidy at all times
• Reporting facilities issues immediately (e.g., broken/worn furniture, blown light bulbs, dirty floors, carpets, walls). Raising SNOW tickets and following up until resolved
• Ensuring newspapers, magazines, and publications are current and neatly displayed
• Ensuring wardrobes are free of debris and clear to accept guests’ coats and luggage

Corporate Services Coordinator Responsibilities

• Local point of contact for the Regional Corporate Services team
• Assist with the office relocation project
• Assist the Regional Event Marketing Coordinator with local events
• Mail and print services, including stationery inventory management
• Subscription services
• Courier management
• Physical Records Management
• Facilities management requests, including FM ticket creation and tracking to ensure tickets are actioned and closed
• Pantry services management
• Security requests and monthly access report management
• Expenses and invoice management
• BMO and cleaning requests, including pest control

Qualifications

• Excellent communication skills (oral and written)
• Proven track record on a busy reception desk with exceptional attention to detail
• Excellent organizational and multi-tasking skills, with the ability to prioritize tasks
• Courteous and cooperative
• Able to work independently
• Client-oriented with exceptional customer service skills and the ability to anticipate requests
• Honest and discreet

Location

On-site – Singapore