Expected duration: 2 months (may extend or lead to permanent)
Location: Central London
The purpose of the role is twofold:
Maintaining the company’s image and reputation by manning the front desk and the phones with an extremely professional, calm and proactive attitude.
This is achieved by:
Ensuring all telephone calls are answered promptly, with professional tone of voice and manner.
Delivering professional meet & greet to visitors.
Maintaining a professional image and attire at all times.
Providing general administrative support to all members of staff under the supervision of the administration manager.
Key responsibilities:
Ensure the reception area is not left unattended at any time, liaising with other relevant employees to provide cover when required – this is a paramount responsibility and the key side of this role.
Politely answer and direct all telephone calls from the main switchboard and take messages where appropriate.
Welcome and greet all visitors to the office and follow procedures to register visitors for security reasons.
Book couriers, taxis and travel as and when required & feedback information/details to the person who has requested the service.
Liaising with staff to collect information for the right coding of all costs.
Manage all room bookings, ensuring sundries are supplied and facilitate the set-up of rooms as and when required – making sure the rooms are always ready when needed.
Serve drinks to guests and colleagues using meeting rooms.
Distribute mail, log special postage/deliveries, take deliveries of parcels, frank/stamp and prepare for collection.
Help the Administration Manager with the supplies stock and ordering
Skills & knowledge:
Positive and extremely polite attitude/outlook.
Excellent time keeping.
Self-motivated – happy to work autonomously, using own initiative.
Eager to learn and with an inquisitive nature
Passionate about running a professional and welcoming front of house.
Proactive in preventing possible “issues” that can cause disruption and distress to the business and colleagues.
Ability to work in a fast-paced environment and under pressure without losing focus and keeping a smiley attitude at all times.
Able to multi-task.
Excellent written and verbal communications skills.
Know how to receive and respond to possible complaints and handle confrontation in a calm manner.
Confident and professional when dealing with clients, visitors and colleagues at all levels both face to face and on the telephone.
Excellent attention to detail.
Good customer service skills.
MS Office and Gmail skills.
Relevant experience in reception, office administration, ideally 2 years.