Front Desk Officer

Title: Front Desk & Facilities Management officer

Company: BBE

Location: 120 Avenue des Champs-Elysées, 75008 Paris, France

About Us:

Join BBE, we build long-term business opportunities and foster sustainable relationships both in Europe and across emerging markets. As a modern international bank, we aim to provide quality service combined with operational excellence, driven by the latest digital technology. Discover a rewarding career path where your talents are nurtured, and your contributions make a real difference.

Job Purpose:

As a Front Desk & Facilities Management officer, you will be the welcoming face of Byblos Bank Europe and a key contributor to the smooth day-to-day operation of our offices. Reporting to the Facilities Manager, you will manage reception activities, greet visitors, handle telephone and administrative enquiries, coordinate travel arrangements and meeting logistics, and provide general administrative support. In parallel, you will support facilities management operations by serving as a primary point of contact for building-related services, coordinating maintenance activities, monitoring office supplies and service providers, and ensuring a safe, efficient, and professional working environment for employees and visitors alike. This is a dynamic role combining customer service excellence, administrative coordination, and operational support.

Job Description:

This job description encompasses two distinct areas of responsibility overseen by the Facilities Manager:

• Front Desk Office Management
• Facilities Management Support

The Front Desk Officer is entrusted with the daily management of the Bank's reception desk, undertaking a spectrum of administrative and clerical responsibilities. As the initial point of contact for the Bank, the position holder warmly welcomes guests, manages telephone inquiries, and executes all relevant administrative tasks with precision. Responsibilities also include organizing travel plans, overseeing meetings logistic, and providing tailored administrative support when needed.

Within Byblos Bank Europe, the Front Desk Officer role is seamlessly integrated with the Facilities Management Officer’s function. The latter entails providing essential support to ensure efficient and effective delivery of Facilities services. Serving as the primary contact for the Facilities department, the Facilities Management Officer, reporting to the Facilities Manager, orchestrates necessary actions for the daily maintenance and optimal functioning of the assigned building.

Organisational Relationship

In the role of Senior Front Desk Officer, establish and maintain continuous working relationships with all Byblos Bank Europe (BBE) entities (LDN, PAR, BRU), potentially BBSAL (Group) and external entities including clients, vendors, partners, and consultants. Serve as the primary point of contact for visitors at BBE Paris’ premises and manage incoming and outgoing telephone inquiries at the Bank.

In the capacity of Facilities Management Officer, daily interactions encompass coordination with all contractors, maintenance staff, and cleaning technicians. As the initial point of contact for employees regarding Facilities issues, a central role is assumed in managing and resolving concerns.

Close collaboration with the building's Syndic is consistently maintained to ensure effective communication and operational synergy. During office hours, direct involvement in Physical Security activities is undertaken, including oversight of access badges and codes, control of main doors at the Bank, and communication with the Security company. In instances requiring intervention, seamless coordination with fire and police departments is facilitated, emphasizing a proactive stance in maintaining a secure and safe working environment.

Duties and Responsibilities

Senior Front Desk Officer’s Responsibilities:

• Direct visitors to the appropriate person and office.
• Provide basic and accurate information in-person and via phone/email.
• Receive, sort, and distribute incoming and outgoing daily mail/deliveries/express courier.
• Answer, screen, and forward incoming phone calls.
• Answer, screen and manage generic emails sent or received by BBE.
• Ensure reception area is tidy and presentable.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Order front office supplies and keep inventory of stock.
• Update calendars and schedule reservations for common meeting rooms.
• Arrange travel and accommodation and prepare vouchers.
• Keep updated records of office expenses and costs.
• Keep updated records of Corporate Credit card Expenses.
• Perform other clerical receptionist duties such as filing, photocopying, scanning.
• Support Executive Committee members and other departments in their administrative tasks.
• Send customers’ account statements and/or any requests relating to the status of their account
• Draft letters and certificates (audit,IBAN, etc.)
• Declarations (FICOBA,ANNACREDIT, etc.)
• Participate to the implementation of new projects relative to internal or external reporting,
• Perform all administrative tasks required by management

Facilities Management Officer’s Responsibilities:

• Act as point of contact for Bank’s staff members and external contractors.
• Carry out office checks regularly, ensuring any issues are dealt with in a prompt and efficient manner.
• Ensure attending contractors onsite have authority to work. Record/monitor contractor activities.
• Assist the Facilities department with office moves and other general ad-hoc projects.
• Order new furniture as and when required.
• Organise and maintain records for invoices, expenses, and financial records.
• Ensure that procedures are adhered to in relation to all purchase requisitions and invoices within Facilities.
• Support and assist the Facilities Manager and the team with administration requirements.
• Maintain the Contractors database, the Physical Assets database, and as a general rule, all databases related to the Facilities Management department.
• Maintain the private and public SharePoint libraries dedicated to the Facilities department, on the BBE intranet.
• Archiving management (with EVERIAL)

Job Requirements

Education Level:

High school degree. Additional certifications in Office Management, Facilities Management, Event Management, Secretarial tasks are a plus.

Experience:

Proven work experience as a Receptionist, Front Office Representative, or similar role.

Experience in Facilities Management support assignments is a plus. Training and coaching will however be provided in respect to the specificities of the Bank and its building. Fire warrant and first aid knowledge are a plus.

Skills:

• Proficiency in MS Office.
• Hands-on experience with office equipment.
• Able to manage telephone system with multiple lines.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Ability to be resourceful and proactive when issues arise, resistant to stress.
• Be familiar with procedures for handling customer complaints or disputes.
• Excellent phone etiquette and customer service attitude.
• Well organized, dedicated, reliable, and flexible with sense of responsibility and accountability.
• Strong attention to detail.
• Able to work in a team but also independently with good sense of initiative.
• Professional attitude and appearance. Courteous, friendly, and yet firm.
• Good communication abilities (or a land written) in English and French.
• Must be able to handle confidential information.

Working Conditions:

• Environmental Conditions: The role operates in a professional office environment.
• Physical Conditions: Primarily desk-based work with no significant physical effort or environmental threats.

If you’re ready to embark on an exciting career journey with BBE Digital and contribute to shaping the future of banking, we invite you to apply today!