Receptionist

at  Clarins

Reception Responsibilities

• Ensure the reception and front office areas are visually maintained to reflect a welcoming and professional environment
• Greet, assist and direct all visitors, ensure they have signed in and been announced to the appropriate staff member
• Answer all incoming telephone calls within 5 rings. (System accommodating parking up to 4xcalls)
• Screen, re-direct and introduce calls to the relevant staff member. Take messages as required and distribute to the intended recipient via email/Teams promptly
• Distribute email documentation
• Receive and dispatch mail and courier deliveries
• Organise courier pickups and deliveries
• Prepare meeting rooms for meetings and clear away afterwards
• Offer refreshments to all external visitors
• Switch on digital presentation & display lights as require

Administration Responsibilities

• Assist in the planning and preparation of meetings, conferences and conference telephone calls
• Coordinate and prioritise meeting room bookings
• Organise catering and weekly groceries order for office kitchen
• Book audio equipment through IT and ensure setup and running of equipment is correct before commencement of meetings
• In conjunction with the office cleaner, ensure that the office, reception & kitchen is always clean, maintained and kitchen supplies are re-stocked (including coffee machine cleaning, fridge clean outs and dishwasher)
• Order and re-fill office supplies
• Liaise with building manager for any ad hoc cleaning, maintenance or security issues
• Maintain and update office contact lists
• Assist in editing & preparing documents, reports and PowerPoint presentations when required
• Process supplier invoices, process purchase orders when required
• Provide ad hoc administrative support as requested by the Office Manager or HR Directo

Other Responsibilities:

• Ensure compliance of the company’s Work Health & Safety Policy
• Liaise with management and other staff to obtain information for special projects as required
• Contribute to office efficiencies in conjunction with internal committee