P/T Receptionist/Administrator

Our international client based in Walton-on-Thames, Surrey requires an experienced Part-Time Receptionist/Administrator to join their team.

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 and ordering stationery.
• 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 assisting with ad hoc projects.
• Taking hospitality bookings for internal and external meetings, and informing I.T. when AV equipment is required.
• Monitoring Facilities and reception mailboxes
• First point of contact for staff requesting service from our off-site records management service provider.

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 the nighttime voice- mailbox.
• Greeting 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 post in the morning, and collate post 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 with informing building maintenance of requests (e.g. air-con).
• Monitor and log requests through Facilities.
• Monitor and control car parking in conjunction with Security.
• Liaise with cleaning/security teams and report issues to Facilities Manager.
• Support Facilities 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.

Hours: 8.00a.m. to 1.00 p.m. Monday to Friday

Relationships:

Reporting to the Facilities Manager

With all employees

With all external visitors

Desirable Qualifications and Experience:

1. Previous reception experience
2. Good communication and PC skills
3. Good customer service skills

Uniform to be provided by Company

• Free lunch