To provide a high level of professional and courteous reception service to all staff and clients visiting the building. To answer all calls in a polite and friendly manner promptly and efficiently. Provide support to the office and assist with facilities on day to day issues which arise.
Primary Duties
- Meet and greet all visitors in a professional, welcoming and friendly manner, ensuring all visitors are signed in, in accordance with health and safety regulations
- Answer all internal/external calls promptly on computerised switchboard, transfer calls/take detailed messages as required
- Oversee meeting room schedules, make bookings when requested and resolve meeting room conflicts accordingly
- Order catering/lunch for on site meetings as requested by the meeting facilitator
- Sort all incoming post and faxes and distribute to members of staff
- Receive and sign for deliveries and arrange/handle collections
- Frank outgoing post and prepare recorded and special deliveries
- Responsible for ordering, monitoring and replenishing all office supplies and stationery
- Request maintenance and report faults for office equipment
- Use(CRM) system to support enquires and provision of information
- Oversee events diary and keep up to date
- Look after internal library of publications
- Monitor enquiries and all meeting rooms inboxes
- Undertake a proactive role to ensure the smooth running of the office
Secondary Duties
- Responsible for staff annual leave/sickness, record and file leave requests, update excel spreadsheet and staff leave calendar
- Assist with staff events
Skill set
- Ability to communicate with people at all levels confidently and professionally
- Polite, friendly and well spoken
- Knowledge and proficiency in Microsoft Outlook, Word and Excel
- Previous reception/front of house experience
- Self motivated and using own initiative
- Excellent time keeping skills
- Proactive approach to work
- Excellent organisational ability
- Attention to detail
- Ability to multitask and prioritise workload
- Knowledge of Microsoft Office required
- Knowledge of Cisco - switchboard system