Receptionist

Role Overview:The Receptionist is responsible for delivering a first-class front-of-house service to visitors and staff, ensuring a professional and welcoming environment. This role includes managing the reception area, handling phone calls, coordinating meetings, and providing administrative support to ensure the smooth operation of the office.

Key Responsibilities:

1. Front Desk Management:
   • Greet visitors professionally, ensuring they sign in, are shown the facilities, and are offered refreshments.
   • Answer and direct incoming calls efficiently to the appropriate person or department.
   • Manage office access by adhering to security procedures and controlling entry through the reception desk.
   • Handle incoming and outgoing mail, distributing it to the correct recipients.
   • Coordinate deliveries, ensuring items are signed for and delivered to the appropriate individuals.
2. Meeting & Event Coordination:
   • Book meeting rooms, desks, and manage appointments for internal staff.
   • Arrange refreshments and order lunches for meetings.
   • Assist in setting up meeting rooms and ensure they are tidy and ready for use.
3. Administrative Support:
   • Handle general administrative tasks such as typing, printing, photocopying, and document binding.
   • Maintain and update telephone and contact lists.
   • Order office supplies and monitor stock levels to ensure all areas are well-equipped.
   • Assist with filing, document management, and updating records.
4. Office Maintenance & Health & Safety:
   • Keep the reception and office areas are clean, organised, and well-stocked.
   • Coordinate maintenance visits and inspections for office equipment and facilities.
   • Assist with health and safety compliance, ensuring documentation and records are up to date.
5. Financial & Resource Management:
   • Monitor and reduce office paper usage.
   • Process and check invoices related to office supplies and services.
   • Provide monthly photocopier meter readings.

Success Measures:

• Prompt and professional handling of calls and visitors.
• Accurate and timely completion of administrative tasks.
• Maintain a clean and welcoming reception and office environment.
• Efficient coordination of meetings and deliveries.

Skills, Experience, and Attributes:

• Professional attitude and appearance.
• Excellent verbal communication and customer service skills.
• Strong organisational and multitasking abilities.
• Proactive problem-solving skills and the ability to work independently.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Ability to work effectively in a team as well as autonomously.