As part of the Sydney Front of House team and broader Sydney office, you will report directly to the Head of Facilities, with a second level reporting line to the Chief Financial Officer. In this role, you will represent the business in a friendly and professional manner, helping deliver an excellent client service experience aligned with LGT Wealth Managements business objectives and values.
Your Role and Responsibilities
First port of call for all clients entering the reception area.
- Ensure every phone call is handled courteously and professionally, and all visitors are attended to promptly.
- Direct enquiries appropriately.
- Book and manage all client meeting rooms and liaise with staff on guest arrivals and room availability changes.
- Process incoming and outgoing mail, update the tracking register, and sign for incoming parcels.
- Keep the entry desk premises and reception area tidy and clean at all times, including daily setup of reception areas and newspapers on the coffee table.
- Set up video conference and conference call meetings.
- Monitor stationery and equipment stock levels in the reception area and arrange orders as needed.
- Ensure records are maintained so they can be easily retrieved when required.
Administration Support
- Provide administrative support to the Head of Facilities and other departments, including liaising with suppliers and providers, replenishing stock, arranging repairs, and ordering deliveries.
- Maintain adequate office supplies and order as necessary.
- Provide administrative support to the Executive Leadership Team.
- Assist in coordinating client functions and marketing events with the Head of Marketing and Senior Event Manager.
- Assist with office housekeeping as required.
- Manage staff access cards and monthly reports.
- Assist with SAP Concur expense processing and monthly corporate credit card reconciliations for the Head of Facilities and other team members, ensuring accuracy, timely submission, and policy compliance.
- Complete monthly reconciliations for Wilson Parking and Australia Post.
- Provide phone coverage for Adviser Associates and back-up support for Executive Assistants as required.
- Ensure complaints are resolved satisfactorily or escalated to the appropriate manager.
Client Kitchen and serving, back up support when required
- Maintain and update food and kitchen supply inventory, first aid supplies, and catering orders from external suppliers.
- Oversee and provide food and beverage service, including waiting duties, responsible service of alcohol, preparing and presenting food, maintaining supplies, and ensuring dining and kitchen areas remain clean and tidy.
- Complete required food safety training and maintain food handling standards at all times.
- Provide feedback on health, safety and security, and report all incidents and hazards immediately.
Facilities
- Maintain office facilities, including lodging tenant service requests for lights, air conditioning, secure bins and events.
- Lead the building evacuation drill process.
- Maintain catering and staff kitchen equipment, including coffee machines.
- Manage desk moves with support from maintenance for heavy lifting and IT for desk equipment.
- Provide ad hoc facilities support to the Head of Facilities and Facilities Manager.
