Description
Receptionist/Office Administrator - Global Organisation
This position reports to the Facilities Manager providing a front-of-house Reception and Security service with additional Administrative duties.
The following list details the roles and responsibilities of the OA Receptionist. It is not exhaustive.
1. Receptionist Duties:
As 1st point of contact telephone calls are answered, screened and directed to the relevant member of staff. Welcome Visitors, ensure they are signed in, their passes given and their host notified. All Visitors, on arrival, must be given a copy of company Visitors & Contractors Health and Safety Instructions, Sort and distribute incoming and outgoing post, arrange and track courier deliveries. Arrange special deliveries via DHL and UPS. Keeping Reception area tidy and well maintained. Maintain Stationery levels. Maintain Kitchen supplies. Water plants in the building
2. Security:
Keep Attendance Record to ensure all planned visits to the building are recorded and the Security Team is informed; chase Visit Request Form if needed; and update Calendar
Monitor and manage Visitors in-line with company Security Procedures; Receptionist is the Focal for arranging Contractors' Security Passes for the building and to liaise with .Activate new/replacement Badges when requested by the Security Team. Monitor Reception CCTV cameras for any unauthorised access to the building or restricted access within the building. Ensure Reception Laptop and Monitor are locked at all times when not at Workstation. Ensure cupboards, windows, drawers are locked at the end of the day and that equipment is stored away
3. Building Management:
Assist Facilities Management, Arrange in the first instance with Facilities Management - and when needed with Contractors - to repair and maintain equipment eg Air Conditioning, Boiler, Water Coolers etc.
Provide ReLyon Cleaner with cupboard key and Security Pass
Ensure Conference Rooms are kept tidy and are cleared by occupants following meetings
Assist the Facilities Manager with the office H&S Procedures and ensure they are implemented throughout the building. Training to be given
o Fire Warden, training to be given
o Conduct fire evacuation tests and ensure the safety of the individuals in the building.
o Assist with Fire Alarm Test on a weekly basis - 10:00hrs Wednesdays
o First Aider. Training to be given
4. Office Administrator Duties:
OA overflow assistance to OA and EOA
OA support to Manager(s)
o Book travel
o Process expenses
o Diary management
o Schedule meetings in Outlook Calendar and book Meeting Rooms
o Service Conference Room Meetings - WebEx, Video & Audio Conferencing, Refreshments, Lunches, Room preparation
Provide adhoc administration support as directed.
Maintain and oversee allocation of Hot Desks; and maintain Staff Desk Register
Distribute Monthly company Magazine to staff
Order Manager's Business Cards Online when required
Competencies
Good interpersonal, communicative and conflict-resolution skills across the team
Must be flexible and adaptable to different roles
o Able to organize
o Prioritise and structure tasks and information effectively
o Proactive, intuitive and willing to make decisions and problem solve in new situations
Strong IT skills are required using Microsoft Office tools such as Outlook, Excel, PowerPoint and Word. Experience with web-based administrative tools is desirable
Willing to learn new computer software
A professional and high standard of work is required at all times.
Education
The applicant must be qualified to a least GCSE level C or equivalent with a minimum of 5 years office experience and/or in a busy reception as well as experience in taking care of office facilities.
Advanced IT such as CLAIT Plus/ECDL Level 2 or equivalent is desired but not essential