Business Administrator & Receptionist

Job Title:

Business Administrator & Receptionist

Department:

Finance

Reporting To:

Finance Director

Location:

CIL House, SP10 3JL
and Blueprint 2, SP10 5LH

Contract:

Permanent

Hours:

27.5 hours per week
Monday – Friday: 09:00 – 14:30

PURPOSE OF ROLE

To facilitate the efficient functioning of the company’s offices and factories.

PRIMARY ROLES & RESPONSIBILITIES

• Welcome customers, new starters and other visitors and direct them appropriately.
• Maintain a clean and professional Reception area at both buildings.
• Maintain important logs such as the Staff Car Register.
• Book refreshments and catering for visitors and meetings.
• Answer telephone calls and direct ad-hoc queries to the correct departments.
• Maintain adequate stock in all canteens (tea, coffee, stirrers, milk, vending machines etc.).
• Maintain adequate stocks of stationary and other general office equipment.
• Organising, coordinating and supporting company events, including (but not limited to) company celebrations, community engagement activities, group events, and customer visits, ensuring all activities are planned, communicated, and delivered effectively.
• Maintain an accurate log of all lockers and locker keys, who uses these lockers, and arranging for locks to be changed, or keys replaced as appropriate.
• Monitor and provide security passes to visitors and employees as required, protecting building security all the while.
• Monitor the meeting room calendars, preventing double-booking and resolving any scheduling conflicts.
• Manage the Company vehicles, covering both maintenance and upkeep of the vehicles as well as booking-out the vehicles for employees in line with internal procedures and legal requirements.
• Liaise with the Facilities/Maintenance teams regarding building maintenance issues.
• Providing comprehensive handovers prior to any period of absence, ensuring tasks are not missed or forgotten.
• Provide support to other departments, as required, in agreement with manager
• Any other reasonable duties as required by the company.

TECHNICAL KNOWLEDGE/QUALIFICATIONS

Required:

• Strong computer literacy (particularly Outlook, Word and Excel)
• Excellent Organisation and Prioritisation skills
• Proven experience in an equivalent role such as customer service, business administration or a receptionist role
• Full Driving Licence (Independent travel between sites is required)
• Personal vehicle with valid Business Insurance
• Any qualification in Customer Services, Administration or other relevant subjects