Reception / Administrator

Our international client are requiring a Reception / Administrator to join our client. 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, to include managing mail ordering stationery, and 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 dish washers are emptied and filled during the day
• Coffee machines are replenished and low stock items 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 call.

Check messages from night-time 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, collate post throughout day in readiness for collection.

Assist the Facilities Manager in sourcing and ordering stationery, 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 (e.g., air con). Monitor and log requests through Facilities.

Monitor and control of 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 into the office.

Ensuring the dish washers 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
• Good customer service skills

Monday + Tuesday (15hours per week - 10,811 per annum)
Wednesday - Friday (22.5 hours per week - 16,216 per annum)