Job Description

To provide a first class, holistic front of house and guest experience from start to finish by representing the Berkeley brand to all internal and external customers via phone and in person at all times and to assist with a range of office services functions and administrative support.

Responsibilities and Accountabilities:

• Take ownership for all front of house services, ensuring the highest quality standards of delivery and presentation at all times
• Check meeting rooms are clear and ready to be used, reporting any issues to office management
• Welcome all visitors and ensure they are dealt with professionally and promptly
• Ensure all incoming calls are answered and dealt with promptly and professionally
• Take ownership for each and every call
• Take detailed messages where required
• Screen all sales calls
• Have complete oversight of meeting room calendars
• Review all meeting room calendars for the week ahead, paying particular attention to bookings for that day and the following day
• Ensure there are no overlapping bookings
• Keep on top of any invoices that need to be processed and ensure that the correct procurement procedure is adhered to in a timely manner
• Ensure that record keeping is consistent and up to date at all times (e.g. fire tests, visitor sheets, staff parking database etc.)
• Carry out any data entry exercises required for our immediate team
• Maintain and oversee visitor sign in system
• Respond to all incoming mail within 24 hours, using initiative to priorities most urgent requests first
• Ensure emails are formatted correctly, addressing the reader and signing off correctly
• Ensure that all post is correctly distributed in a timely manner
• Frank post every day ready for Royal Mail collection
• Book and manage couriers ensuring we are using the most cost efficient options
• Reception Cover - When leaving the desk for lunch/break ensure that a proper handover is carried out. This includes advising of any visitors to be expected, any visitors currently in reception, and any expected deliveries
• Organize and lead scheduled PA/Admin meetings to discuss and review new initiatives, upcoming events, and current processes
• Regularly update company phone list and reception manual with ongoing changes
• Liaise with Employee Development Coordinator to ensure updates have been made for any new joiners and/or leavers
• Check and replenish stock of consumables in the office
• Check that we have enough breakfast in stock and place orders accordingly
• Check that there is enough franking labels, envelopes, franking toner and place orders accordingly
• Place stationery orders in the absence of the Office Coordinator

Working hours are 8am until 5.30pm Monday to Friday.

Required Knowledge, Skills, and Abilities

Solid experience working in a reception or front-of-house role for a large corporate organization. Extensive experience in a customer service oriented role, particularly in dealing with people both over the phone and face-to-face. Strong administrative experience including proficiency in using the full Microsoft Office Suite.