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Business Support Administrator Job Description
Our client are a small London based team (20-25 in the office) for a membership organisation with an out of London HQ - this role is 32 hrs per week - Mon - Thurs 8.30am - 5.30pm with no requirement to work on a Friday
Role Outline
To provide a high level of professional and courteous reception service to all staff and clients visiting the building. To answer all calls in a polite and friendly manner promptly and efficiently. Provide support to the office and take the lead in Facilities Management to ensure all the London office needs are fully met. Undertake a proactive role to ensure the smooth running of the office
Role Responsibilities
Primary
- Meet and greet all visitors in a professional, welcoming and friendly manner,
ensuring all visitors are signed in, in accordance with health and safety
regulations
- Answer all internal/external calls promptly, transfer calls/take detailed messages as required
- Oversee meeting room schedules, make bookings when requested and resolve
meeting room conflicts accordingly
- Update the membership portal with visitor information for visibility by the membership team
- Order catering/lunch for on-site meetings as requested by the meeting facilitator
- Sort all incoming post and distribute to members of staff
- Receive and sign for deliveries and arrange/handle collections
- Arrange outgoing post and prepare recorded and special deliveries
- Arrange for couriers and taxis
- Responsible for ordering, monitoring and replenishing all office supplies and
stationery
- Request maintenance and report faults for office equipment - printers,
copier, inside and outside the building
- Monitor enquiries and all meeting rooms inboxes
- Take part in jointly monitoring the reception inbox and calendar
and keep it up-to-date
- Take the lead in Facilities Management to ensure all office needs are fully
met
- Liaise and coordinate with external contractors (e.g. refurbishment)
Secondary
- Supporting wider business support activity when required:
o Meeting room preparations (VC, Conference, IT)
o Tea/Coffee, lunch provisions
- Storeroom management
- Assist with internal staff events
- Make suggestions where improvements could be made
Budget Responsibilities
- None
Reporting Structure
The role directly reports to the HR Director & Company Secretary
Skills & Competencies
- Previous reception/front of house experience
- Knowledge and proficiency in Microsoft Outlook, Word and Excel is required
- Ability to communicate with people at all levels confidently and professionally
- Polite, friendly and well spoken
- Self-motivated and using own initiative
- Excellent time keeping skills
- Proactive approach to work
- Excellent organisational ability
- Attention to detail
- Ability to multitask and prioritise workload
Benefits
Benefits include bonus, pension, private health insurance, season ticket loan, cycle to work scheme
