Our client is looking for someone initially on a temporary basis however could be extended for 9 months this is a for a Receptionist and Estates and Facilities Administrator.
This role is 9-5 Monday – Friday with free parking.
Customer Contact
- Answer all telephone calls within 4 rings and ensure that messages, when requested, are sent to members of staff via the voicemail or email systems.
- Deal with general email enquiries and voicemail messages.
- Handling complaints and directing to the Assistant to the Chief Executives Office.
- Maintain stock levels of membership leaflets and general information in the entrance foyer and maintain the noticeboards in the staff kitchen.
- Handling of a small number of card, cash and cheque related payments, including retail sales and the completion of the daily sales returns.
- Assisting and directing customers with issues and queries relating to Eventbrite bookings and car parking at selected visitor centres.
- Liaise with the Estates and Facilities Assistant on holiday and absence.
Post
- Open, date-stamp, scan and distribute incoming post and internal post each day.
- Enter cash/cheques received in the excel daily register and pass to the Head of Finance
- Record freepost and stamped freepost envelopes on spread sheet.
- Frank and post all outgoing mail by 3.45pm each day. Arrange collection of other items as required.
- Ensure that the franking machine is regularly topped up.
- Maintain supply of stamps.
- Receiving and distributing deliveries.
Vehicles and Assets
- Assist the Estates and Facilities Assistant with vehicle and building insurance renewals when necessary.
- Input and update data on the Trusts Asset Management System and assist with monitoring and advising on upcoming planned preventative maintenance in the Estates and Facilities Assistant's absence.
- Assist with issues relating to staff parking and the movement of cars within the HQ car park, including the monitoring of the electric charging points for the Trusts electric fleet.
- Maintain emergency kit bag, de-icer, cleaning cloths and first aid supplies for the vehicles.
Administration and Support
- Take minutes of the Estates and Facilities team meetings.
- Photocopying and laminating as requested.
- Assist with bookings for the meeting rooms, vehicles and items of equipment e.g. projectors etc.
- Assist with keeping the staff kitchens tidy. Purchase of dishwashing consumables, washing up items. Assist with the provision of refreshments for trustees meetings etc.
- Take ownership of the ‘Reception bible' ensuring it is kept updated regularly with procedures and information, ensuring all material remains accurate and relevant.
- Provide occasional administrative support to other teams in respect of typing, photocopying and laminating where the Estates and Facilities Manager has authorised your assistance.
For more information about the client or the role please do call the Norwich office of Reed and ask for Andrea Makings or Maxine Ettridge
Please also request Andrea or Maxine on Linkedin