Receptionist​/Front of House - FTC

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

• 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.

• 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