Job Description

You will be one of the first person visitors and clients meet, therefore is important to provide a first class welcome at all times. The reception hours of operation is 08:00 – 16:30. You will manage the facilities requirements of reception ensuring the effective running of the ground floor meeting rooms. This is an active hands-on role covering many aspects of the office running. In addition, you will be required to carry out office based administrative duties as directed by the Estates or Facilities Managers.

Key Responsibilities

• Meet and greet visitors and clients.
• Maintain visitors log for the benefit of building management security and emergency procedures.
• Operate the main switchboard in a warm and welcoming manner.
• Responsible for the ground floor front of house meeting rooms.
• Service management meeting arrangements.
• Raising purchase orders.
• Booking catering facilities – organizing lunches/events.
• Help manage internal communications as directed by the Estates & Facilities Managers.
• Help with ad hoc administrative tasks.
• Co-ordinate activities with the reception when that site is busy.
• Carry out general administration duties as directed by the Estates Manger.
• Post room management/distribution.

Required Knowledge, Skills, and Abilities

Must have: Reception & administration experience within a corporate environment. Must have: MS Word, MS Excel, MS Outlook. Must have: General PC knowledge. Must have Avaya or other corporate switchboard/telephone system experience. Desirable: Previous hotel or cabin crew experience. Desirable: Demonstrates a good understanding of different organizational departments and functions. Desirable: Fire Warden and First Aid trained. Must have a professional and courteous approach. Must have excellent oral and written communication skills and relates well at all levels. Must exhibit excellent organizational, prioritizing, and multi-tasking ability. Have the ability to maintain a high level of confidentially and discretion at all times. Must have attention to detail. Must demonstrate the ability to work flexibly. Must be team player. Be outgoing and present a friendly and professional impression. Focuses on customer needs and satisfaction. Establishes good relationships with staff visitors and contractors. Project an enthusiastic and confident nature, maintains a positive outlook at work. Takes initiative, acts with confidence.