Receptionist And Office Administrator

The Lloyd's Market Association (LMA) has a vacancy for a Receptionist and Office Administrator, working within the Business Support team reporting to the Business Support team manager.

The role holder will play a pivotal role in welcoming visitors and efficiently responding to incoming emails and enquiries. The Receptionist will manage the operational aspects of the office, which includes liaising with suppliers, and ensuring the seamless functioning of the workspace. The role will also encompass administrative support to the business.

Introduction to the Lloyd's Market Association

The Lloyd's Market Association exists at the very heart of Lloyd's, a world-leading global marketplace for complex risk where solutions to challenges are delivered every day.

We represent our members' interests to organisations including governments, regulators, and the market's central supporting body, the Corporation of Lloyd's. We provide professional and technical expertise in areas ranging from model policy wordings to the implementation of innovative technologies. We connect with our members to identify and resolve issues facing the market, and work in partnership with Lloyd's and the other market associations to influence initiatives and outcomes. We operate the market's most comprehensive technical education service, the LMA Academy.

Job Purpose

Based on Reception Monday to Friday, being the initial point of contact for the office, first impressions are paramount. Your remit will include greeting client / visitors in a concierge manner, offering refreshments and any assistance they may require. Managing visitor passes, name badges and stationery for events and meetings. Ordering stationery and Office supplies and liaising with service providers to quickly resolve any issues.

Key Accountabilities

• Reception: Greet guests with a concierge style of approach; offer refreshments and answer any queries
• Ensure reception, meeting rooms and the staff room are tidy and well stocked
• Restock / clean coffee machines daily
• Organise and maintain stationery stocks to ensure there is an adequate supply
• Organise couriers, visitor passes and refreshments
• Liaise with Lloyd's Facilities and Security to resolve any issues
• Open and distribute incoming post in a timely manner, ensuring correspondence is forwarded to the relevant person as quickly as possible
• Diary Support: For an additional individual
• IMIS updates: Proactive ongoing management of the member database (IMIS) ensuring content is kept up to date for all member companies under the guidance of the Communications team and the Leadership team
• LMA Inbox: Full inbox management - respond swiftly to all emails liaising with external and internal contacts to ascertain the appropriate response for technical queries
• Meetings: Organise internal and external / committee meetings:
• Source and book venues and / or meeting rooms
• Organise refreshments
• Organise equipment and materials as required i.e. stationery, name badges etc
• Send invitations, communications and preparation and distribute agendas / meeting papers (if appropriate)
• Manage meeting follow up; coordinate all meeting actions, ensure they are properly recorded and dealt with, including any necessary follow-up communications
• Event Management: End to-end organisation and management of both internal and external events:
• Source and book venues
• Manage event budgets (where applicable)
• Organise refreshments
• Organise equipment and materials as required i.e. stationery, name badges etc
• Send invitations, communications and manage registrations and queries
• Attend events (where applicable) to offer support
• Travel: Arrange travel, hotel accommodation and itineraries within budget constraints
• LMA Culture: organise events, services & activities and create communications to positively enhance the LMA internal culture and environment i.e. social, charitable activities
• Invoices: Respond to payment enquiries and raise invoices
• Lloyd's Pass Applications; Liaise with new employees to get Lloyd's Passes for all new staff members.
• In addition to the above key accountabilities, you may be required to undertake other duties, from time to time, as the organisation may reasonably require

Education and Qualifications

The role requires individuals of GCSE / A-level calibre

General Skills / Qualities

• Knows what it takes to provide consistently first class and professional customer service
• Shows an ability to welcome guests in a collegiate and courteous manner
• Possesses a positive, helpful 'can-do' attitude
• Resourceful, with the ability to manage time efficiently, demonstrating initiative and a proactive approach to daily tasks
• Remains composed, even whilst dealing with multiple priorities
• Works with attention to detail and accuracy
• Ability to communicate effectively with a range of stakeholders, internal and external, both orally and in writing, and to maintain confidentiality
• Demonstrates an ability to cultivate productive working relationships across the organisation
• Displays a high level of integrity
• Demonstrates a flexible and adaptable approach

Experience

• Administrative support to include email management
• Event coordination
• Demonstrable experience in scheduling and placing orders for office essentials
• Good IT Skills (MS Office, Word, Excel and Power Point Presentations)

Benefits.

• A competitive pension package with a generous employer contribution.
• An industry-leading flexible working policy.
• 26 days paid holiday, plus additional leave for key life events such as moving home, your child's first day at school and your marriage or civil partnership.