Job Details

Receptionist / Conference Coordinator

Company name

New York City, NY
2 hit(s)  


CBRE Facilities Management

Job Summary:

Responsible for delivering the daily reception functions within Guest Relations. This includes; meeting, greeting and registration of clients, attending to and answering all calls, administering / co-ordination of all meetings as requested by the client

Key Responsibilities

Functional accountabilities:

· Meet and greet large volumes of clients and visitors. Provide assistance based on their needs, including registration if required

· Announce the arrival of guests to internal staff

· Guiding internal clients through the Guest Relations intranet site as well as advising clients to book meetings through the Meeting Room Booking System, Condeco

· Manage meeting room booking system – including booking all future and same day reservations, cancellations and/or amendments to bookings as per the clients requests

· Ensure meeting rooms are maintained to the established standards. This includes checking rooms to ensure chairs are returned to their correct positions, crockery has been removed, tables have been wiped down, the telephones / AV are in position and there is no debris on the carpet

· Ensure room statuses are accurate in the meeting booking system; vacant/dirty, vacant/clean by liaising with the catering team

· Maintain the reception desk in a clean and tidy manner ensuring:

· Desk is uncluttered and free of unnecessary items/papers/post-it-notes

· Desk is free of all food and drink items.

· Reception telephones are sterilized on a daily basis and kept in good working order

· Desk and drawers are free of personal items such as cell phones.

· Ensure reception and public spaces are kept clean and tidy with furniture in appropriate positions at all times. Liaise with cleaning team as needed.

· Ensure catering and AV services in meeting rooms are set up/correctly by liaising with both the catering and AV team. Backfill for AV tech as needed.

· Coordinate any catering, audio visual and equipment requirements requested by the client

· Ensure all faults with furniture, fixtures and equipment are recorded, reported and rectified

· Provide administrative support including compiling the key function forecasts and occupancy reports, reporting on statistical information

· Report any and all client feedback to the manager of the feedback report.

· Rotate to all Guest Relations reception locations as and when directed by the Guest Relations Manager

· Assist the Guest Relations Manager/Supervisor with any with administrative duties or project work as required

Health, Safety & Environment requirements

· Report all incidents within specified timeframes

· Carry out and keep records of safety and spot checks

Required Knowledge & Skills

· Strong organizational and time management skills

· High level of attention to detail

· Strong verbal and written communication skills

· Excellent personal presentation

· Excellent customer service focus

· Ability to problem solve

· Ability to multitask


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Previous reception experience in a corporate or five star hotel environment

· Administrative skills advantageous – word, excel and outlook are necessary

· Personality Characteristics

High level of integrity and professionalism

Willingness to own actions of themselves and their team

Enthusiasm and flexible approach to work

High standard of presentation and grooming

Drive to consistently deliver high standards

Excellent communication skills


· Conveys information clearly and concisely both orally and in writing

· Actively listens and asks questions to clarify understanding

· Seeks advice from other team members on appropriate content and medium for audience

· Maintains confidentiality of information and escalates issues in line with CAG policy

Persuading & Influencing

· Puts forward own opinions in confident and self-assured manner

· Outlines pros and cons of a particular approach

Relationship Building

· Builds rapport and establishes relationships with peers, team and clients

Maintains professionalism

· Is considerate of and respects the objectives, concerns and perspectives of others

· Works cooperatively; assists and supports others in times of need

Leading & Coaching

· Provides upward feedback

Achievement Drive

· Displays a “can do” attitude and completes tasks with enthusiasm

· Seeks opportunities to learn and put knowledge into practice

· Learns from mistakes and is receptive to feedback

· Takes responsibility and accountability for own actions


· Delivers quality work under pressure when the end goals are clear

· Maintains focus when faced with obstacles and while completing repetitive and routine tasks


· Appreciates the need to change and supports change initiatives

Improvement Focus & Innovation

· Questions the way things are done

· Proposes ideas and approaches to improve the efficiency and quality of own work

Strategic Thinking

· Understands own role in achieving team objectives


· Plans and prioritises own work with guidance

· Reviews and keeps team informed of own progress

· Monitors own work to ensure successful completion of tasks within timeframes

Quality Focus

· Pays attention to detail and the accuracy of output

· Reviews and checks work thoroughly to ensure a high quality output

· Follows agreed approaches to tasks

Analysing & Problem Solving

· Identifies issues or problems in a timely manner and escalates when appropriate

· Implements solutions of others and suggests possible resolutions to routine problems

· Asks appropriate questions to build understanding

Decision Making

· Makes decisions within own area of responsibility and in consultation with Managers

Specialist Expertise

· Works towards acquiring relevant technical qualifications

· Builds an understanding of core technical knowledge relevant to the role being performed

Client & Market Understanding

· Learns about clients and their businesses

· Develops an understanding of how their department fits into the Division, CAG and Macquarie overall

Risk Management

· Understands and complies with risk policies, procedures, standards and guidelines

· Identifies and escalates risk issues

Business Analytics

· Demonstrates awareness of the commercial/financial impacts of activities in day-to-day approach to work

· Aware of cost recovery process

Performance measurement based on

· Successfully completes & manages day to day responsibilities/duties/tasks at all Reception locations

· Maintains the established high standards within the Guest Relations department

· Successfully completes set objectives and manages ongoing tasks


High school diploma or general education degree (GED) required. Call Center experience preferred. Minimum two years of related experience.

Company Profile
CBRE Group, Inc. operates as a commercial real estate services and investment company worldwide. The company operates through Americas; Europe, Middle East and Africa; Asia Pacific; Global Investment Management; and Development Services segments. It provides advisory services, such as strategic advice and execution to owners, investors, and occupiers of real estate in connection with leasing, disposition, and acquisition of property; integrated investment sales and debt/equity financing services under the CBRE Capital Markets brand; and valuation services, including market value appraisals, litigation support, discounted cash flow analyses, and feasibility and fairness opinions, as well as originates, sells, and services commercial mortgage loans. CBRE Group, Inc. offers its commercial real estate services under the CBRE brand name; investment management services under the CBRE Global Investors brand name; and development services under the Trammell Crow brand name. CBRE Group, Inc. was founded in 1906 and is based in Los Angeles, California.

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