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- Answering all incoming telephone calls to the main switchboard, providing initial information, and ensuring that callers are put through to the appropriate person promptly and professionally.
- Ensure that all callers feel valued and prioritized and where colleagues are not available or point of reference not clear, take messages and provide follow up.
- As the receptionist, meet and greet all visitors to the office, providing a friendly, efficient, timely, professional and welcoming environment.
- Ensure that all visitors are signed into the building and Inducted with the relevant Health & Safety Information.
- Keep the reception area well presented, tidy and uncluttered.
- Maintaining IT systems to include visitors access databases and issuing of site wide electronic fobs.
- Updating and monitoring of the Company phone system
- Maintain security of the reception area: ensuring that the reception entrance is covered and any unusual incidents investigated in line with procedures. The main entrance must be locked on an evening at 5pm when reception closes.
- Represent the business with a positive and professional appearance.
- Delivery coordination, of both incoming and outgoing parcels, including booking and receipt of any courier deliveries on behalf of coworkers.
- Procurement of consumable, uniform, and general supplies including stationery and cleaning equipment.
- Preparing and Managing purchase orders, and maintaining detailed records of activities.
- Coordinating with internal departments to ensure proper communication and understanding of procurement needs and conditions.
- Monitoring inventory levels and placing orders as needed to maintain adequate stock levels.
- Coordinate and take responsibility for the management of stock and distribution of consumables and uniform on site for new starters and employee replacement uniform.
- Procurement of daily fruit for the canteens.
- Support the coordination of visitors’ safety in the event of an evacuation, including taking signing in records to evacuation point for roll call.
- Coordinate the diary management for the reservation of the meeting room and assist with setting up of the meeting room, if required.
- Facilitate the sourcing of travel arrangements for business needs, to include taxi’s/ car hire/ accommodation reservations when requested
- Provide administrative support, to include audits and data input as requested from various departments.
- Communication and Relationships
- As the key front-of-house resource, provide a welcoming, helpful and professional first point of contact to callers and visitors.
- Develop and maintain good team working relationships with all personnel across the business
- Develop and maintain good working relationships with regular service providers (stationery suppliers, contractors etc).
- Previous front of house reception experience is essential
- Procurement experience – entry level.
- Effective team working skill
- Excellent interpersonal and communication skills
- A high level of organisational skills
- Excellent personal presentation
- Precise attention to detail
- Ability to multitask
- Diplomacy and sensitivity
- Good IT skills, proficiency in the use of Microsoft packages particularly at an intermediate level of excel.
- Friendly and approachable
- Able to adapt quickly to changing situations
- Positive and proactive attitude
- The ability to work independently
- Reliable
- Confident
