AddressJob Advert
We have an opportunity for a Receptionist/Administrator to join our Office Services team and be based in our London office on a part-time 12 month fixed-term basis. The role will be based in our London office, Monday to Friday, 5 hours per day, 25 hours per week.
Our London office is a satellite office for our Scottish based employees to utilise for client meetings and business development. This role is the sole role based in our London office and the successful candidate will work remotely with colleagues based in our Edinburgh and Glasgow offices.
Responsibilities
The successful candidate will provide reception, front of house and administrative support to our colleagues and clients visiting the London office.
This role has a wide variety of duties, which include and are not limited to:
- Main key holder for the office;
- Point of contact onsite for any building management issues arising and liaising with building security as required;
- Completing daily checks in the office including the lighting, heating/cooling and cleanliness/tidiness of the office space, recording any issues to report for remedy to the Facilities and Contracts Manager;
- Greet and welcome all clients, visitors, and colleagues to the office between agreed hours;
- Monitor and ensure the reception (and wider office) is kept tidy;
- In the event of fire and/or any other emergency requiring employees to leave the building, to be responsible for ensuring there is a definitive list of those who were in the office;
- Provide full support for all meetings held in London office including preparation of meeting rooms and assist in the arrangements for catering provisions. Provide tea/coffee/water/biscuits in room for all requested meetings;
- Process any incoming mail that has bypassed the Royal Mail redirection;
- Scan any incoming mail to the Company Secretary;
- Forward the hard copy to the Company Secretary;
- Liaise with the Company Secretary monthly to obtain an updated company list to facilitate the identification of TC mail to the London Office;
- Liaise with Edinburgh Records team regarding principal documents;
- Ensure all outgoing mail is stamped appropriately or in a pre-paid envelope (Edinburgh Office) and taken to the Post Office or post box;
- Book and organise couriers and taxis for colleagues as requested;
- Manage petty cash;
- Provide office supplies via Edinburgh for visiting colleagues and maintain adequate stock within London office;
- Provide general administration support for employees within office i.e. photocopying, faxing, scanning, printing etc; and
- Provide remote administration/document production support for colleagues.
Skills/Qualifications
- Experience in dealing with internal clients/the public/clients face to face;
- Communication skills and the ability to communicate well with people at all levels;
- Can work on own initiative;
- Good organisational skills;
- Flexibility and adaptability;
- High attention to detail required;
- Familiar with iManage and Microsoft Office package;
- Ability to use the various online/in house software packages to organise taxis, couriers etc, as may be introduced from time to time;
- Ability to type – minimum speed 50 wpm; and
- Work with other team members to ensure consistency of practices.
