Receptionist

Location: PO15 5RR

Pay Rate: £11.44 per hour

Contract Length: 3 months

Receptionist is responsible for providing a professional, efficient, and friendly service to all visitors, callers, and staff, ensuring smooth communication and support for the operation of the facilities management service. As the first point of contact for staff and visitors, the Receptionist will maintain a high standard of professionalism, helping to create a welcoming and efficient environment. Additionally, the Receptionist may be required to support the Facilities Helpdesk and assist with general facilities management activities as needed.

Key Responsibilities:

Answering and directing incoming calls in a polite and professional manner.
Meeting and greeting visitors, ensuring they are directed to the appropriate individual or department.
Ensuring visitors sign in and are issued with the correct security passes as necessary.
Managing and maintaining the visitor logbook, ensuring compliance with health and safety protocols.
Handling inquiries and providing information about the premises, facilities, and services available.

Communication:

Serving as the central point of contact for staff and visitors, managing their queries effectively.
Managing communications between the reception area and the management team, ensuring messages are passed on promptly.
Handling and directing email communications or general correspondence related to the reception area.

Facilities Helpdesk Support:

Providing cover for the Facilities Helpdesk as required, ensuring continuity of service and efficient management of requests.
Assisting with helpdesk activities, including logging, prioritizing, and following up on maintenance requests.
Escalating issues to relevant facilities management staff when necessary.

Administrative Support:

Managing meeting room bookings and coordinating the preparation of rooms as needed.
Assisting with administrative tasks such as managing incoming and outgoing mail, maintaining office supplies, and ensuring that the reception area is tidy and presentable at all times.
Maintaining records and performing general clerical duties, such as filing and data entry.

Customer Service & Professionalism:

Providing excellent customer service by being courteous, helpful, and efficient in dealing with staff, visitors, and contractors.
Maintaining a professional demeanor at all times, representing the company’s values and service standards.
Ensuring the reception area is clean, organised, and stocked with relevant brochures, company materials, and safety information.

Required Qualifications and Skills:

Proven experience as a receptionist, front desk, or similar role within a facilities management or office environment.
Experience in providing helpdesk support or administrative support would be an advantage
Proficiency in MS Office Suite (Word, Excel, Outlook, etc.) and general office equipment.