Receptionist

at  Mitie

Receptionist
Monday - Friday
40hrs per week
7.30am – 16.30pm & 8.30am – 17.30pm
Salary £24,728
We are on the lookout for a professional, welcoming, and experienced Receptionist to join our team. You will perform reception, administration, and secretarial duties efficiently and effectively on behalf of the building in which you are located in.
You will help facilitate the flow of personnel by managing access points throughout the building and ensuring the maintenance of fob access systems. You will be expected to keep a tidy and efficient reception area, providing a professional and courteous service throughout. You will also be required to handle any phone calls and emails in a prompt, professional manner as well as sorting and distributing incoming mail and packages.
As a Corporate Receptionist, you will be in charge of managing documentation and ensuring it is stored in the appropriate location or system. Some additional duties will include opening and closing the building, maintaining building security, managing queries and messages from visitors, issuing visitor and staff passes, assisting with emergency evacuations, ordering of consumable goods and more.
We are looking for someone with a friendly and approachable manner and can always remain professional, displaying sound communication and interpersonal skills. The ideal candidate needs to be IT literate with the ability to prioritise your own workload and work efficiently to agreed deadlines.

Duties:

• To provide a warm courteous and prompt welcome on arrival for all visitors at the reception desk.
• To handle all incoming telephone calls / enquiries promptly giving a warm, courteous welcome and using the agreed salutation.
• To provide assistance for meeting room bookings as required and to liaise with relevant parties to ensure the delivery of a professional service.
• To liaise and communicate with other team members and other service departments in a clear and timely manner to ensure service delivery and team work.
• To carry out regular checks of the meeting rooms on site to ensure correct set up and readiness for client use, including rearranging furniture and room layouts as required.
• To ensure the local WPC and/or Regional Workplace Manager is made aware of any maintenance issues requiring attention in the reception area and Client Suite
• To maintain an organised and tidy work area – this is to include the front desk, seating area, meeting rooms and the client suite kitchen.
• To anticipate client needs, follow up with requests and ensure the client expectations are not only met but exceeded.
• To ensure that visitor and client arrivals are communicated to the relevant people promptly and that the visitor is either met or escorted to the relevant room in a timely fashion.
• To ensure that waiting visitors are kept informed of any delays and to ensure client comfort.
• To replenish meeting rooms, as required, with pads, pens and pencils.
• To ensure that all required hospitality is served promptly and to the highest standards.
• To ensure all audio visual equipment is working and provide support when required.
• To collate all reception and hospitality statistics and forward to the Regional Workplace Manager on a weekly basis.
• To maintain appropriate stationery stocks in the reception area • To ensure Reception Operating Procedure manual is kept up to date at all times.
• To always work in a safe manner and report any hazards to the local WPC and/or Regional Workplace Manager immediately.
• To follow all Health and Safety instructions as directed by either the local WPC or Regional Workplace Manager.
• To attend all statutory Health and Safety training.
• To ensure all catering and fridge temperatures are appropriately tested/recorded to comply with statutory legislation.
• To liaise with the trained first aider if a visitor should fall ill or have an accident and ensure all the relevant paperwork is completed for the client.
• To report incidents to the local WPC and/or Regional Workplace Manager and/or building security as appropriate.
• To ensure the building reception has a list of all visitors due to arrive each day and booked car park spaces.
• To ensure all procedures are followed for recording EY staff visiting from another office in the UK or an overseas office.
• To ensure all client and visitor passes are both issued and collected.

Key Attributes

• Immaculate grooming and personal hygiene is essential.
• Ability to communicate effectively both verbally and in writing is essential.
• Computer literacy skills – Intermediate Excel, Word and Outlook / Lotus Notes.
• Must have sound numerical skills.
• Ability to operate calmly under pressure.
• Strong customer focus.
• Able to demonstrate a professional and organised approach to the role.
• Logical thinker, able to spot errors and resolve queries.
• Able to deal with interruptions, work to deadlines and prioritise.
• Strong relationship skills – able to build and maintain rapport with guests.
• Able to multi task and be flexible.
• Enthusiastic, committed and determined.
• Sense of humour and an eye for detail.
• Striving to improve the service offered with proactive approach to service delivery and client satisfaction.

General Experience

• Previous experience of customer service environment essential.
• Previous corporate working experience desirable.
• Ability to work independently and as part of a team.
• Previous experience as a Receptionist desirable.

• To provide a warm courteous and prompt welcome on arrival for all visitors at the reception desk.
• To handle all incoming telephone calls / enquiries promptly giving a warm, courteous welcome and using the agreed salutation.
• To provide assistance for meeting room bookings as required and to liaise with relevant parties to ensure the delivery of a professional service.
• To liaise and communicate with other team members and other service departments in a clear and timely manner to ensure service delivery and team work.
• To carry out regular checks of the meeting rooms on site to ensure correct set up and readiness for client use, including rearranging furniture and room layouts as required.
• To ensure the local WPC and/or Regional Workplace Manager is made aware of any maintenance issues requiring attention in the reception area and Client Suite
• To maintain an organised and tidy work area – this is to include the front desk, seating area, meeting rooms and the client suite kitchen.
• To anticipate client needs, follow up with requests and ensure the client expectations are not only met but exceeded.
• To ensure that visitor and client arrivals are communicated to the relevant people promptly and that the visitor is either met or escorted to the relevant room in a timely fashion.
• To ensure that waiting visitors are kept informed of any delays and to ensure client comfort.
• To replenish meeting rooms, as required, with pads, pens and pencils.
• To ensure that all required hospitality is served promptly and to the highest standards.
• To ensure all audio visual equipment is working and provide support when required.
• To collate all reception and hospitality statistics and forward to the Regional Workplace Manager on a weekly basis.
• To maintain appropriate stationery stocks in the reception area • To ensure Reception Operating Procedure manual is kept up to date at all times.
• To always work in a safe manner and report any hazards to the local WPC and/or Regional Workplace Manager immediately.
• To follow all Health and Safety instructions as directed by either the local WPC or Regional Workplace Manager.
• To attend all statutory Health and Safety training.
• To ensure all catering and fridge temperatures are appropriately tested/recorded to comply with statutory legislation.
• To liaise with the trained first aider if a visitor should fall ill or have an accident and ensure all the relevant paperwork is completed for the client.
• To report incidents to the local WPC and/or Regional Workplace Manager and/or building security as appropriate.
• To ensure the building reception has a list of all visitors due to arrive each day and booked car park spaces.
• To ensure all procedures are followed for recording EY staff visiting from another office in the UK or an overseas office.
• To ensure all client and visitor passes are both issued and collected