JOB DESCRIPTION

Aramark is currently recruiting for a receptionist to be based in JP Morgan. The successful candidate will get the opportunity to meet a variety of people and gain experience in a professional environment, affording them the opportunity to hone and develop their skills in facilities management.

REQUIREMENTS

• 1-2 years’ experience in a similar facilities administration/reception role
• Must have excellent communication skills both written and orally.
• Excellent communication, interpersonal and organisation skills
• The ability to communicate effectively, over the telephone, email and face to face is essential.
• Experience of working within a fast-paced office environment
• Dependable and flexible, able to work independently as well as part of a team.
• High level working knowledge of MS office packages, Word, Excel, PowerPoint
• A good understanding of Health and Safety practices

• General facilities support
• Note in exceptional circumstances there may be a requirement to assist with other ad hoc duties for the client
• Daily inspection of the office, addressing and reporting any issues identified.
• Ordering of office consumables and stationery ensuring adequate supplies are available at all times
• Daily on-site management of all contractors/vendors to ensure standards are maintained at required level
• Manage reactive requests submitted through the in-house ticketing system
• Administration support and event planners.
• Book and organise all the daytime meetings and events.
• Book and organise all the evening events.
• Send emails to the relevant teams for cleaning quotes, security quotes and porterage quotes when needed and forwarding these on to the relevant clients.
• Sometimes meetings are requested by the host of an event to go through details we organise this and run through everything with the client.
• Send emails to follow up on the booking’s requests.
• Checking if meeting rooms are set-up according to the host requirements.
• Amendments to bookings and passing on updates to catering team. Changes and updates happen regularly.
• Meeting every Tuesday with all the teams involved to go through EMS Report of all events/bookings.
• We book all catering requirements.
• Book Audio Visual Support
• Book taxis for staff and visitors
• Raise Prism Tickets
• Raise Audio Visual Support Tickets
• Raise VCCM Tickets with London Audio Visual Support
• Book internal rooms for JPM Staff when assistance is needed.
• Follow up on Cost Centres used for each booking.
• Transfer incoming calls.
• Updating EMS pricing and details of customised Events menu
• General queries and help with issues that arise throughout the day by phone and at reception.
• We assist with new joiners taking SID numbers and contacting staff to collect them from reception.
• JPM Staff that have forgotten their access cards, we need to take names and SID numbers from them, verify who they are and try and contact someone by ping etc to escort them into the building.
• Liaise with Parking Team to book parking spaces for visitors.
• Apply for access through Smart Access for JPM staff visiting from other locations.
• Let staff and visitors with no access cards in and out the turnstile gate.
• Updating Dublin Mailing List weekly
• Generate personal WI-FI Codes for visitors.
• We update Peoples Agenda Lists of all new staff employees and contractors which is a complex task, and we send the Induction emails to new joiners on specific dates. This involves keeping update with the new joiner tracking list which is a weekly task.