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Form of work
SalaryOur International Client requires an experienced Receptionist / Administrator to join on a rolling contract basis.
This role requires you to work Monday & Tuesday or Wednesday to Friday.
Responsibilities
- Presenting a professional front-of-house corporate image to callers, visitors, and staff.
- Answer incoming telephone calls, greeting visitors, and customer support.
- Assist Facilities where appropriate, including managing mail ordering stationery, lunches, etc.
- First point of contact for staff reporting building/landlord issues to Helpdesk and maintaining records of such reports.
- Arranging travel: taxis and couriers and supporting Facilities where necessary with hotel bookings and flight bookings.
- Ad hoc administration duties for Facilities Manager and Department Managers, assisting with ad hoc projects.
- Ensuring the kitchen dishwashers are emptied and filled during the day
- Coffee machines are replenished and low-stock items are ordered
- Fruit and pastries distributed across the office kitchens
- Resetting meeting rooms
- Taking hospitality bookings for internal and external meetings and informing I.T. when AV equipment is required.
- Monitoring Facilities and reception mailboxes.
Daily duties will include, but are not limited to:
Answer incoming calls in a professional, courteous, and helpful manner, redirecting them to the appropriate telephone numbers.
Vetting calls so that the no-name policy does not result in a caller being unnecessarily turned away. Announce calls when transferring calls.
Check messages from night-time voice- mailbox.
Greeting all visitors in a professional, courteous, and helpful manner. Ensure all guests and visitors sign in and receive guest badges.
Notify employees of guest and visitor arrivals.
Handle incoming deliveries to the front desk and distribute/ arrange courier shipment/same day/overnight.
Sort the post in the morning, and collate posts throughout the day in readiness for collection.
Assist the Facilities Manager in sourcing and ordering stationery, and sundry office supplies including water and catering.
Book taxis for internal and external customers.
Ordering collection and delivery of records from our off-site archive management service supplier and managing the process generally.
Assisting Facilities and Fleet Co-Ordinator with informing building maintenance of requests
Monitor and log requests through Facilities.
Monitor and control car parking in conjunction with Security and Facilities and Fleet Co-Ordinator.
Liaise with cleaning/security teams and report issues to Facilities and Fleet Co-Ordinator.
Support Facilities and departments with general administration duties and ad hoc projects as required. Perform clerical functions as required: word processing, mail, filing, organizing, and photocopying.
Handle routine correspondence in the office.
Ensuring the dishwashers are filled and emptied during the day, coffee machines filled up and emptied as required, and meeting rooms reset.
Ordering tea/coffee supplies as required
Relationships
- Reporting to and working directly with the Facilities and Fleet Co-Ordinator
- Supporting HSQE, Facilities, and Fleet Manager
- With all of UK employees
- With all external visitors
Desirable Qualifications and Experience
- Previous reception experience
- Good PC Skills
- Good communications skills
Monday & Tuesday (15 hours per week - £10,811 per annum)
Wednesday - Friday (22.5 hours per week - £16,216 per annum)
