Receptionist, Administrative​/Clerical

Role

To create a welcoming, professional first impression and assist all visitors and clients both in person and over the telephone.

Location: London
Reports to: Head Receptionist

• Responsible for managing the switchboard
• Overseeing front of house, ensuring meeting rooms and reception are immaculate at all times
• Meeting and greeting all visitors
• Coordinating meeting room bookings
• Liaising with Hospitality Assistant for catering requirements
• Liaising with the IT team for meeting room support
• Overseeing meeting rooms and client areas
• Liaison with main building reception
• Management of all equipment in reception area

• Consistently positive even under pressure
• Self starter with a hands on approach
• Proactively takes on unfamiliar tasks
• Actively participates in continual professional development
• Acts with discretion, integrity and professionalism at all times
• Widely trusted, seen as direct and honest
• Positive outlook, committed and enthusiastic
• Fully proficient in all mainstream software packages relevant to the role
• Shows initiative and adopts a proactive approach
• Identifies issues and resolves them promptly
• Manages and prioritises workload effectively and seeks help when necessary
• Successfully handles multiple tasks

• Seen as a cooperative team player willing to resolve issues
• Willing to go out of your way to help and support others
• Participates in admin team meetings and events
• Provides cover in the absence of team members

• Communicates effectively with colleagues, clients and suppliers
• Demonstrates effective spoken and written communication skills

• Efficient and professional management of all incoming calls and ensuring they are connected to the relevant person
• Takes and delivers clear messages and ensures they are passed on to the appropriate person
• Professionally meets and greets all visitors upon arrival, providing refreshments
• Promptly informs the relevant person that their visitor has arrived
• Ensures newspapers and magazines in reception are displayed each day
• Efficiently receives and interacts with incoming visitors
• Efficiently manages and coordinates meeting room bookings
• Coordinated all catering requirements for meetings
• Consistently ensures meeting rooms are presentable and all relevant equipment, materials and catering are provided
• Provides direction and support to the Hospitality Assistant for the set up and clearing of meeting rooms within the required timeframe
• Ensures all meeting rooms are ready for use at the required time and are set up correctly
• Regularly communicates with main building reception to ensure adherence to all security requirements
• Turns TV screens on at the start of the day and off at the end
• Ensures both the reception area and meeting rooms are presentable at all times
• Orders food in advance to meet catering requirements for meetings and events
• Performs other ad hoc duties as and when required
• Observes H&S and security procedures