Summary
In details, the position encompasses duties and responsibilities as follows:
We are looking for a receptionist to provide full reception and front of house support to the company in a professional and courteous manner, as part of a two strong team as well as the wider Facilities team. The successful candidate would have had experience of working in a similar corporate environment.
The ideal candidate disposes of:
- Meeting and greeting visitors
- Liaising with members of staff to inform them when visitors have arrived
- Liaising with the building reception with regards to visitors and security passes
- Ensuring that the telephone is always answered quickly, with clear concise messages being taken and passed onto the relevant staff member
- Making taxi reservations via an online booking system, ensuring that booking confirmation is available when the invoice is being processed
- Ensuring that the meeting rooms are well maintained throughout the day
- Ensuring that the rooms are running to times and communicate to organizers that they are approaching the end of their meeting time
- Responsible for looking after the meeting room booking system
- Ordering flowers over the telephone, making notes of the order along with the cost, date, and recipient of the flowers for the reference of the Accounts Department
- Ordering business cards
- Replenish the reception fridge with water and soft drinks, liaise with the Hospitality team for ordering stock
- Ensuring that the reception area is maintained to a high standard
- Familiarize yourself with the Search Procedure and Process Manual
- Keeping the reception process manual up to date
- Keeping the reception cover induction slides up to date
- Look after the day-to-day holiday cover bookings, inc. catching up with agency account manager, ensuring that the anyone covering is trained and in suitable dress wear, provide feedback to agency as well
- Managing industry week events (IE and LME)
- Managing events related to the internal canteen
- Order Desk Off pads for new joiners in line with current process
- Managing incoming mail and emailing employees to collect this
- Mainfax inbox daily management
- Loading bay booking system
- Allocation of bikes and lockers for all employees, including a monthly review of the usage
- Ad hoc filing and administrative duties as required
- Create purchase orders and process invoices in line with internal financial processes, using SAP finance system
- Complete weekly H&S walk arounds and logging findings on the JIRA helpdesk system
Skills:
- Good verbal and written communication skills
- Excellent telephone manner
- Good organizational and administrative skills
- Attention to detail
- Ensuring accuracy in tasks
- Ability to ensure a good understanding of any instructions given and to have the confidence to clarify instructions received
- The ability to manage multiple tasks, prioritize them, and maintain an organized workspace
- The ability to address issues promptly and find effective solutions
- Understanding the importance of maintaining confidentiality regarding sensitive information
- Experience using a Purchase Order system would be desired but not essential, as training can be provided for candidates who demonstrate a willingness to learn and adapt quickly to new processes.
Education & Experience Requirements
- Educated to A-level standard (or equivalent), as a minimum requirement
- Experience of using the Cisco switchboard / reception and front of house is highly advantageous
- Proficient in Microsoft Office
