Job Description

The Team are based at the Head Office in London and duties will include receptionist, switchboard operation and general meeting room and event management. The Team handle new business calls from prospective clients and Intermediaries, a key role in securing new business. Due to the nature of the role the Team are deemed Information Providers and must undergo training during the probationary period and undergo 10 hours annual CPD training provided by the company.
Key Areas of Responsibility:

• Maintain high standards of personal presentation and conduct, ensuring all guests receive a positive first impression of company
• Meet and greet all guests in a courteous, friendly and professional manner
• Contact relevant hosts and ensure they attend their visitors promptly, chasing even the most senior members of staff
• Ensure the reception and meeting room suite and equipment are always maintained to a high standard
• Liaise with the Facilities Team and Service Providers to ensure any issues are resolved promptly
• Manage and priorities room bookings using a computerized booking system, ensuring effective prioritization and room selection
• Liaise with hosts/staff to confirm bookings details, ensuring relevant equipment and catering services have been ordered
• Liaise with the Catering Team to ensure all catering requirements are met and delivered and served on time to the required standard
• Liaise with relevant departments to ensure room set ups are correct and all equipment has been provided.
• Act as telephone receptionist, operating the Arc Console, responding in a courteous and profession manner to queries.
• Route incoming calls as appropriate or take accurate messages and pass on to the relevant colleague.
• Maintain and update switchboard profiles and switchboard procedural guide.
• Act as the first point of contact for all new business telephone enquiries.
• Accurately complete all documentation and pass on to the relevant colleagues.
• Attend all relevant training for this key role and maintain the hours of CPD deemed appropriate for the role.
• Support the Front of House Team Leader and Property and Facilities Team in the provision of management information and reports at required intervals 
• Provide administrative support to the Property and Facilities Team.
• Liaise with Property and Facilities to update and maintain the Team intranet pages.
• Any other reasonable duties as required in support of the Property and Facilities Team.

Required Knowledge, Skills, and Abilities

• Ideally 3+ year’s demonstrable experience of delivering reception services within a financial/professional services environment.
• Demonstrable experience of managing a computerized meeting room booking system and associated services.
• Experience of operating a switchboard in a busy environment would be an advantage.

Knowledge and Skills:

• Excellent customer service and inter-personal communication skills and a good standard of spoken English is essential.
• Able to be articulate and maintain a professional and diplomatic approach even under pressure from difficult customers or callers.
• Able to maintain an appropriate and professional appearance throughout the day
• A flexible approach; able and willing to work different shift patterns.
• Able to work as a member of a team and always prepared to identify and put forward service improvements.
• Experienced and proficient on the Microsoft Office package