Front of House Coordinator - Lucy Group

at  Lucy Group

Job Advert
Internal Job Title: Front of House Coordinator - Lucy Group Head Office - Oxford
Business: Lucy Group
Location: Oxford
Job Reference No: 3325

KEY ACCOUNTABILITIES

These will include:

These will include:

• Maintaining standards and taking responsibility of the reception area, ensuring that it is tidy and kept clear of obstructions at all times.
• Provide an efficient switchboard service to incoming callers ensuring calls are dealt with promptly.
• Take concise messages and communicate accurately within a timely manner.
• Ensure sufficient cover is maintained and the reception desk is not left unmanned.
• Greeting visitors and customers professionally ensuring that all health and safety procedures are adhered to, for example, log visitors and issue passes.
• Manage access to guest wi-fi for visitors as required, in accordance with IT guidelines.
• Responsible for incoming and outgoing post, including signing for urgent incoming consignments, franking, sorting and circulating.
• Arranging DHL shipments (documents only) and urgent courier collections on request.
• Organise visitors’ parking, coordinating with the Facilities Manager.
• Prepare meeting rooms for customer visits, organise refreshments and coordinate lunch bookings with outside caterers.
• Regular daily audit of shared meeting rooms and replenishment of consumables.
• Provide support in maintaining the office stationery and refreshment supplies.
• Ensure that all stationery cupboards/kitchens are kept fully stocked.
• Maintain and issue security passes for all staff and contractors on site and keep security database up to date.
• Maintain a register of and issue car park fobs as required to employees
• Organise daily newspaper collections for reception.
• Administrative support for Facilities Manager, Operations Manager and Executive Assistants,
• Organising files and keeping a record, both of virtual and paper documents.
• Taking memos and communicating with coworkers and customers by phone calls, email, and regular mail.
• Raise purchase orders using our internal system.
• Supporting the management of office service contracts and maintaining internal records.
• Handling office equipment, such as fax machines, projectors, etc.
• Preparing PowerPoint presentations.
• Writing and preparing documents. Proof reading and correcting grammar and spelling mistakes.
• Supporting the planning of employee, stakeholder and tenant events.
• Scheduling appointments, diary management and administrative support to the business heads as required.
• Any other ad hoc duties that may be required.

QUALIFICATIONS, EXPERIENCE & SKILLS

• Experience in a busy customer service environment.
• Switchboard experience.
• High standard of literacy and numeracy, A-Level or equivalent.
• Trained First Aider (or willing to attend course).
• Trained Fire Marshall (or willing to attend course.)
• Good knowledge and use of Microsoft Office functions (Word, Outlook, Excel).
• Typing and secretarial skills.

We are seeking an enthusiastic person to join our friendly team at Lucy Group. This is a great opportunity to join our business and play a key role representing Lucy Group Limited. A smart appearance is essential to create a professional yet welcoming first impression with a flexible, problem-solving approach.
This role will be the first point of contact for all visitors to the Lucy Group office and will assist incoming callers and visitors ensuring that they are dealt with effectively and efficiently. The role holder will not only undertake reception duties as listed, but also support with additional administrative duties to the office team leaders.
The role holder will be a highly motivated individual who will take a proactive approach to supporting the delivery of services required in the office environment. They will possess excellent customer service and communications skills, will be highly reliable and be a confident self-starter.