Workplace Ambassador

The Workplace Ambassador serves as the primary point of contact for visitors, employees, and vendor personnel, delivering exceptional workplace experiences through professional service and comprehensive facility support. This role combines front-of-house hospitality with operational coordination, requiring strong interpersonal skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

Key Responsibilities

Reception and Visitor Management

• Provide warm, professional greetings to all visitors, employees, and vendors
• Answer and screen incoming calls with efficiency and courtesy
• Ensure reception desk maintains continuous coverage during business hours
• Register and escort visitors to appropriate meeting locations
• Manage visitor access and badge administration
• Maintain a consistently professional appearance and organized workspace

Administrative Operations

• Coordinate meeting room and flex office bookings
• Process incoming and outgoing mail and parcel deliveries
• Manage internal mail distribution and communications
• Create mail slots for new hires and retrieve mail for departed employees
• Record all received cheques and maintain accurate documentation
• Arrange monthly courier services for deposited cheques and invoices
• Handle general inquiries and provide information to staff and visitors

Facility Management

• Conduct daily inspections of reception and lobby areas for defects or maintenance needs
• Verify all equipment functionality and maintain proper working conditions
• Ensure stationery supplies are adequately stocked in reception and external meeting rooms
• Document all facility checks and maintain comprehensive records
• Promptly process service requests and communicate status to relevant stakeholders
• Manage portable and mobile AV device inventory

Meeting Room Coordination

• Set up meeting rooms according to user specifications and requirements
• Configure, test, and verify AV and audio equipment functionality before meetings
• Respond promptly to meeting room requests and ensure readiness
• Troubleshoot technical issues and coordinate solutions

Vendor and Compliance Management

• Execute and document asset retirement processes in system
• Coordinate Permit to Work (PTW) communications and required documentation
• Ensure vendor submission of work permits, safe work method statements, and risk assessments
• Submit service validation documents to building management for approval
• Collaborate with security team on door access and security matters

System Management

• Create and manage service request tickets through designated platform (Corrigo)
• Update action trackers with accurate, timely information
• Maintain system records for all facility-related activities
• Ensure data accuracy and completeness in all documentation

Additional Duties

• Support ad-hoc requests and provide flexible assistance as needed
• Participate in and support on-site projects
• Maintain office cleanliness standards and uphold client brand image
• Respond to user feedback and implement continuous improvements