SUMMARY

We are looking for a well-presented receptionist to provide full reception and front of house support to the company in a professional and courteous manner, as part of a two-member team as well as the wider Facilities team. The successful candidate will be confident, well-presented and well-spoken.

KEY 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

EDUCATION & EXPERIENCE REQUIREMENTS

Educated to A-level standard (or equivalent), as a minimum requirement.
Minimum grade C at GSCE (or equivalent) in English and Mathematics.
Experience of using the Cisco switchboard / reception and front of house is highly advantageous.
Proficient in Microsoft Office.

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.
Ensuring that the reception area is maintained to a high standard.
Familiarize yourself with the Search Procedure and Process Manual.
Writing a monthly reception report for the HOD.
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 events related to Bull & Bear inc. furniture setup.
Order Desk Off pads for new joiners in line with current process.
Collection of incoming mail from the basement and delivery to business + spreadsheet update.
Mainfax inbox daily management.
Loading bay booking system.
Allocation of bikes and lockers for all employees.
Facilities and Postroom Process Manuals upkeep.
Ad hoc filing and administrative duties as required.
Create purchase orders and process invoices in line with internal financial process