Administrator
Full Time
Job Description
- To consistently maintain a 'five star' service
- To take ownership of the reception area and to ensure that we maintain a high level of housekeeping standards on reception and all of the meeting rooms. This involves carrying out meeting room inspections throughout the day
- To build strong relationships with internal and external clients
- To meet and greet and escort all guests on arrival to meeting rooms
- To offer clients/visitors help with Wi-Fi access, bags, coats, luggage, documentation etc.
- To actively engage in a polite conversation with clients/visitors whilst escorting them
- To assist clients/visitors with any onward travel assistance, for example arranging a taxi
- Ensuring reception is manned at all times and calls are answered promptly and directed to the appropriate department
- Responsible for providing name badges, signing in visitors, informing security of visitors
- Preparation and set up of meeting rooms as required, ensuring the room is appropriate for the meeting
- Providing refreshments to all meeting rooms when required
- Ensure the self-service area is kept clean and tidy to include ensuring refreshments are replenished
- Ensure pantry is kept tidy and clean at all times; reporting any equipment faults to the facilities team
- Ensuring catering is ordered and supplied to meeting rooms in a timely manner
- Monitoring and replenishing stationery and supplies for Reception and all Meeting Rooms
- Reporting any maintenance/cleaning issues that may arise to the Facilities team and to provide appropriate signage. To keep the team updated and to also provide PO for jobs raised
- Monitoring our room booking system, regularly throughout the day for new bookings and dealing with all meeting room queries, monitoring and advising internal clients on availability and booking requirements
- Provide training and support to internal clients on the use
- Assistance with seminars and events, including but not limited to name badges. You will need to co-ordinate and liaise with your internal clients e.g. secretaries and marketing department when planning Events. On occasions where there is no IT support available set up IT equipment such as laptops, PowerPoint presentations and conference phones
- Ensure any issues in meeting rooms is reported to IT and follow up to ensure this is fixed
- Assist with coding and processing of Purchase Orders as directed by Office
- Print and deliver train tickets
- Booking visitor parking spaces as required
- Monitor Postroom inbox, dealing with queries, allocating jobs to the rest of facilities team, keeping team updated with calendar appointments for visits as necessary
- Dealing with deliveries and contractors. Inform Facilities when Contractor is on site
- Assisting with new starter set up, ordering business cards and arranging security passes
- Assisting with leavers' checklist, informing security etc.
- Assist with maintaining monthly reports for Facilities
- Overtime may be required at short notice from time to time to cover client evening Events or facilities rotas
Required Knowledge, Skills, and Abilities
- A minimum of two years' experience of working in professional services firms is preferable
- General facilities experience beneficial but not essential as training will be provided
- A minimum one years' experience working in reception/client facing environment is desirable but not essential as training will be provided
- Competent in Microsoft Office skills (2010)
- Have a good knowledge of the area to assist clients and visitors with information about local hotels, restaurants etc.
- To Provide 'Excellent Client Care Service' whilst maintaining a positive and pro-active attitude
- As an ambassador of RPC you will project a warm and positive approach towards all clients and visitors ensuring that they feel special and welcome on every visit, equally ensuring a positive farewell upon their departure.
- To be friendly, approachable and professional with a "can-do" attitude.
- As a team member you will strive to achieve a high sense of teamwork and flexibility in order to meet goals, maintain standards and deliver quality work
- To be innovative and forward thinking with the ability to multi task and work on own initiative
- Effective communication, strong administration and organizational skills
Reference no: 85460