Receptionist

Job Description

Job title:        Receptionist / Front of House Operative

Reports to:   Michelle Unwin, UK Facilities Manager

Location:       Feltham

Hours:           9.30am till 6pm &ndash 1 hour lunch break

Contract:      FTC - 12 months 

 

Primary Responsibilities

Meet and greet all visitors/employees/contractors in a polite, welcoming and friendly manner and issue visitor passes as appropriate.
Ensure all visitors sign in and out of the building via the Visitors Book. Visitors to be taken to Visitor area and offered refreshments.
Ensure relevant employees are notified of visitors.
Receive and direct all telephone calls internally and externally, in a professional efficient, positive manner within 3 phone rings.  Taking messages where necessary and delivering them by e-mail immediately or as reasonably practicable.
Ensuring that all recipients are made aware all incoming deliveries.
Booking couriers and ensure that outgoing deliveries reach their destination successfully including maintenance of the courier records.
Maintain franking machine supplies and ensuring postage funds are added as necessary.
Co-ordinate bookings for all meeting rooms at Hanover House.Ensure reception area is tidy, free of clutter and welcoming.
Checking incoming faxes and co-ordinating distribution via departments.
Order taxis as required.
Ensure switchboard and all internal taxi, courier spread sheets are kept up to date.
Daily collection and distribution of Milk delivery to all kitchens.
Order and maintain stationery supplies on a monthly basis for both HH and SH, liaising/communicating with employees as appropriate as well as managing back orders.
Ensure that all stationary cupboards are kept neat and tidy at all times.
Individual must be flexible in their working hours to cover holiday as and when required.
Maintain all meeting rooms and ensure that they are clean and tidy throughout the day and a room is set up for next meeting.
Daily check at our Sussex House building to ensure office is clean and tidy and kitchen is fully stocked.
Manage access control swipe cards & parking passes for all employees at Hanover.
Order working lunches
Ensure coffee machines are filled and if any problems arise, an engineer is called. Build relationship with Nespresso.
Act as a role model advocating and adhering to Office Policies.
Provide all cover for front of house reception. This will include but not limited to switchboard, couriers, taxi bookings, maintaining all spreadsheets, scanning, copying, faxing, making sure all mail is ready to be picked up at 4pm, getting quotes, ordering gifts etc
Maintain a relationship with Paper Round, the recycling company.
Ensure all printers have sufficient paper.
Ad-hoc jobs will come up and a positive attitude towards &ldquomucking in&rdquo where ever help is needed will be essential

 

Job Skills

 

Able to work well under pressure
Proven organisational, planning skills and efficiency
Attention to detail
Microsoft Office &ndash Outlook, Excel & Word
Proficient in the use of office equipment i.e. printers/photocopiers/scanners/franking machine
Ability to remain calm and professional within any personal interaction and able to spot potentially difficult situations and alert colleagues accordingly
Ability to escalate problems, as necessary, if and when they arise
Previous switchboard/receptionist/office assistant experience preferred
Excellent people/telephone skills - warm, professional and confident manner
The candidate will work closely with Office Manager in a very fast paced, friendly environment and will need to be able to communicate efficiently, be willing and flexible

 

PERSONAL SKILLS

Good command of written and spoken English
Ability to communicate at all levels
Professional and well-presented appearance
Good time keeping
Reliable and flexible
Confidentiality when required
Willingness to learn, take ownership and grow this role