Receptionist

Administration | London, United Kingdom | EMEA

Responsibilities

  • Opening and setting up reception & waiting area
  • Booking client meeting rooms and monitoring internal meeting rooms
  • Answering all calls and transferring to the correct destination (this includes screening all sales calls)
  • Distributing all incoming mail (collect this from the loading bay)
  • Arranging daily couriers to Head office and international couriers with DHL
  • Ordering and arranging catering for meetings (all catering cost must be logged on spread sheet)
  • Notify ground floor reception of all visitors arriving to the building using online portal. Ground floor reception will call for confirmation of all visitors upon arrival (ensure all guests sign into the visitors book)
  • Manage the Cleaning Operatives and ensure that they have completed daily their checklist
  • Keep the reception area clean and tidy
  • Issue access passes to new employees and NICE visitors following NICE Security Policy procedures
  • Being first point of call for all employee enquiries
  • Assist London and Southampton Office Manager with co-ordinating “Leavers” equipment return
  • Asist the London Office manager & EMEA Facilities Manager as and when required
  • Place Stationery orders for QVS office
  • Filing all documents
  • Maintaining office admin spreadsheets for all facilities expenditure
  • Binding and laminating documents as and when required
  • Ordering all toner cartridges to the office including private office (ensure there is always stock at least one of every toner)
  • Finalise documents (get signature, stamp document and scan/send onto recipient)
  • Assist all departments with admin tasks upon approval from the Office Manager
  • Log all helpdesks (air con temperature, broken doors/lifts)
  • Liaise with security control with regards to access (including out of hours)
  • Assist with office events
  • Raise bizdocs (internal Purchase Orders) and logging expenses for Social Committee events
  • Assist Office Manager in Southampton with various remote tasks such as: sourcing one off items to purchase, assistance with organising social events (looking into venues, producing name cards, confirming the guest lists, liaising with the selected venue etc)
  • Cover DHL for Southampton or Bracknell if Southampton Office Manager is sick, to be arranged remotely
  • Assist with stationery or refreshment orders in Bracknell office

 

Requirements and Qualities

  • Proven working experience within a Corporate environment including “Front of House” reception duties and responsibilities
  • Friendly, Open and Approachable manner
  • Proficient with Microsoft Office
  • Professional appearance and attitude
  • Solid communication skills both written and verbal
  • Ability to be resourceful and proactive in dealing with issues that may arise.  Someone who will think outside of the box and use their initiative.
  • Ability to organize, multitask, prioritize and work under pressure
  • A Team Player with a “can-do approach”
Flexibility with a clear understanding of the Company Objectives  

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