Service Coordinator Oslo

We are searching for two Facility Service Coordinators to support one of our clients located in Oslo. You will be working as our point of contact towards the client, controlling and supporting our delivery solution. The position is a hands-on role where providing excellent service is the premier key focus area.

You will be reporting to our Account Manager and you will have a team of colleagues across Scandinavia working in the same client account, and of course a great bunch locally supporting other clients.

Reception Duties: 

• Provide superior customer service to meet on-site client´s expectations 
• Be the first point of contact for meeting and greeting external customers/visitors into the office. 
• Overseeing sign in process, issuing out visitor passes and informing all hosts that their visitor/customer has arrived. 
• Access control, issuing access/ID cards, power user for the access control system 
• Will be the first point of contact for hosts and executive assistants while managing the booking system for the customer meeting rooms. 
• Will be required to liaise with the third-party Building Management company to ensure co-ordination of visitors to site. 
• Answering and accurate routing of incoming calls and customer queries. 
• Ensuring Reception area is always kept tidy and sufficient marketing materials are displayed. 
• Ensuring that post, packages are distributed, and outgoing post is ready for Mail collection on a daily basis. 
• Managing taxis and couriers’ bookings daily. 
• Responsibility of coffee machines 
• Responsibility of newspapers 
• Have a good working relationship with third party Building Management company. 
• Ensure that any cover temps are trained up for when required.  
• Ensuring that a Reception guide is kept up to date and readily available. 
• Have knowledge of the building and surrounding area to be able to advise external and internal customers who come to site. 
• Building and employee security, evacuation process 
  
  

Administration Duties: 

• Maintain premises in neat and good working condition at all times 
• Work closely with Account Manager to find improvements in the operation 
• Achieve Key Performance Indicators and Service Level Agreement targets 
• Communicate operational information relevant to employees 
• Coordinate time reports from employees 
• See to that all employees follow the client rules and regulations 
• Room management: coordination of internal and external meetings set-ups. 
• Working with hosts and their executive assistants in relation to catering/hospitality requirements for their external meetings. 
• Carry out checks of the front of house, customer space, tea/coffee stations and meetings rooms office by walking the floor, ensuring any faults are reported to the relevant department and followed up 
• Control facility ticketing system 
• Control cleaning 
• Create shopping carts 
• Control purchase of planned office articles and print articles.  
• Delivering and refilling copy rooms daily 
• Ensure all building management service contracts are appropriately managed (Cleaning, Security, Maintenance contracts) 
• Participate in office refurnishing/ refurbishment projects 
• Deliver other ad-hoc services to the organization 
• Attend calls and meeting with the CMT (crisis management team In Norway) 
• Act as the local point of communication between Four FM and the client´s local representatives for the day to day operation 
• Regular reporting to the SAP´s Nordic Facilities Manager 

• Previous Reception and Office Experience 
• Microsoft Office skills essential (Word, Excel) 
• Knowledge of SAP systems (ISP, SRM/Ariba) would be useful 
• H & S knowledge 

• Good Communication and written skills in Norwegian and English languages 
• Excellent customer focus 
• Team player
• Proactive with the ability to work on own initiative  

• Know the service specifications and expected outputs 
• Monitor service quality 
• Communicate operational information relevant to the sub-contractor 
• Perform or participate in quality audits 
• Train sub-contractors in the local working guidelines 
• See to that all sub-contractor follow the client rules and regulations 
• Ensure they perform to the required standards (including inspection of vendors’ works) 

Health & Safety and Risk Management: 

• Know and ensure the compliance of the client’s local rules and regulations  
• Conduct regular audits to ensure safety procedures on site are in place and working 
• Assist in the implementation and management of property risk management program 
• Support the implementation and monitoring of disaster recovering and business continuity plans 
• Follow established escalation procedures and incident reporting procedures 

If you fit the description, please send your CV and a personal letter to cv@fourfm.se with the following reference in the subject line “Service Coordinator Oslo”.

Apply latest 2021-05-16.