We are partnering with our client to recruit a receptionist to assist the Office Manager in ensuring that the Management Office runs smoothly and efficiently, consistently maintaining a professional approach and 5 star level of hospitality service.
Responsibilities:
- Ensure all calls are answered and connected to the correct contact.
- Ensure all messages taken or voicemails are distributed to the recipient as soon as possible after the message is taken.
- Manage the Reception mailbox ensuring all enquiries are forwarded to the correct contact or actioned as required in a timely manner.
- Greet all customers upon arrival to the Management Office, ensuring they are directed to the appropriate location and meet with their local contact.
- Ensure all customer enquiries are dealt with efficiently and with a high quality of service.
- Provide business partners with post, printing, photocopying etc. services as required.
- Manage meeting room bookings and make necessary preparations including catering orders and set up as required.
- Check and tidy all common areas and meeting rooms throughout the day, refreshing stocks as required.
- Sort and distribute all incoming post.
- Maintain the franking machine ensuring credit is topped up and recorded and all consumables in stock or flagged to the Office Manager if required.
- Manage all courier requests recording the relevant information.
- Raise POs for recurring order items and as requested by the Office Manager or other departments.
- Book and manage all taxi bookings for visitors, external visitors and the internal team maintaining accurate records at all times.
- Manage all visitor requests and the Travel calendar ensuring accurate records are maintained of all visitors to the Management Office.
- Maintain the management rota.
- Maintain the internal contact list.
- Manage Petty Cash, ensuring accurate charges for any services and that receipts are issued in all cases.
- Weekly petty cash reporting to Finance and preparing bank lodgements for cheques and petty cash as required.
- Provide support and training for any temporary Receptionists, ensuring the Reception Manual or other training documents are updated regularly.
- Ensure that the Office Manager is informed when office supplies such as tea, coffee, milk, stationary, toners etc. are needed to ensure the smooth running of the offices.
- Maintain office catering supplies and replenish kitchen stock or re-order as required.
- Circulate the daily visitor and meeting room notifications to the Team, ensuring accurate records and desk allocations / set up as well as clearing following departure.
- Assist our internal colleagues, visitors & guests with any ad-hoc requests and enquiries
- Manage the office in the absence of the Office Manager, including support and diary management for the Business Director
- Other ad hoc administrative tasks as requested by the Office Manager.
Requirements:
- Strong organisation skills.
- Ability to work under pressure.
- An eye for detail.
- Customer services skills beneficial for managing the “internal customer base” and providing employees with a high level of assistance and support.
- Supplier negotiation and management skills.
- Strong interpersonal skills and an ability to communicate well at all levels.
- Fluent English language required. European languages advantageous.
- Computer literate.
