Receptionist

Job Description

About JupiterJupiter is one of the UKs leading investment management companies with just over 500 employees and £48.8billion worth of assets under management (as at 30th June2022).Jupiter provides investment services to individual and institutional investors through mutual funds (UK unit trusts, Luxembourg SICAVs and Dublin OEICs), separately managed accounts and sub-advised funds. Jupiter has experienced a period of internationalgrowth with offices open in EMEA, APAC and the US.The majority of our employees are based in our London office located just minutes from Victoria station which provides stair-free access from both the Undergrounds Victoria line and National Rail platforms, as well as limited road crossings to the Jupiteroffice. Our London office was designed to encourage employees to live active, healthy lives with floor-to-ceiling windows that allow for greater natural light and the benefit of a private balcony, table tennis room, cycle storage and on-site shower and lockerfacilities. The short distance to Green Park and St James Park also provides employees with a natural space to relax during their lunch break and a healthy alternative to office-based meetings.We offer our UK employees a 2-1-2 hybrid working arrangement where Tuesdays, Thursdays and a third day of your choice are worked from the office. The other two days may be worked from home. This facilitates collaboration and allows employees to maximiseproductivity whilst maintaining a healthy work/life balance.BackgroundThe role is within the Facilities team reporting to the Head of Facilities.The role supports the team to deliver a consistent, pro-active, best in class service to the business across a variety of service streamsKey ResponsibilitiesReception responsibilities including:

• Manage the reception services to a high standard ensuring clients and visitors are greeted professionally and their Jupiter experience is truly memorable.
• Support the rest of the team in delivering the high standards expected and provide a best-in-class service.
• Deliver a highly personalized service, ensuring visitors feel valued upon arrival and promptly contact hosts.
• Assist employees with enquiries regarding reception, hospitality and facilities servicesincluding assisting PA, Secretaries and the Events team with events planning.
• Order stationery, flowers, taxis and couriers, maintaining a database of expenditures and bookings.
• Process Facilities invoices on FA.
• Ensure the information contained in the reception play book is correct and relevant.
• Keep the reception area tidy and suggest improvements and enhancements.
• Answer telephone calls promptly and politely, ensuring all calls are dealt with professionally. Transfer of all internal telephone calls to the relevant individualsscreened where requested (CEO and CEOs PA etc)
• Take ownership of changes or faults on the switch, escalating as required.
• Accurately book and manage the meeting rooms (Manhattan and Outlook) arranging hospitality and IT set ups as required. Liaise with PAs regarding any specific dietary requirements or preferences.
• Liaise with the building reception team, providing visitor names and arrival details.
• Liaise with hospitality staff to arrange catering as necessary, including late notice requests.

Administration / Facilities responsibilities including:

• Assist the Facilities team with ad-hoc tasks.
• Allocate and maintain accurate staff locker list.
• Key ordering and general Facilities administrative tasks.
• Log facilities calls with the Landsec Facilities helpdesk.
• Conduct Health and Safety building tours for all new starters and providing new staff with the company welcome packs
• Carry out DSE assessments for new staff, expectant mothers and when a substantial change to the employees environment (i.e. desk move). Work with the wider Facilities team to ensure any issues are followed up and resolved.
• Perform regular H&S walks of the floors, escalating issues to the Facilities Co-ordinators as required.
• Certify that all first aid boxes are fully stocked and contents in date.
• Maintain the First Aiders and Fire Wardens notices, making sure names are relevant and any qualifications are up to date.
• Support incoming and outgoing post and courier service with ownership of service during busy periods / absence
• General cleanliness and order of office areas
• Basic first line meeting room IT support (making a video call, connecting laptop to screen, connecting to wifi etc)
• Facilities sharepoint siteoversee, administer, update and develop

Desired Skills / Experience

• 5* service experience (Hotel, Cabin Crew) preferred
• Reception experience in a similar environment
• Office / Facilities management
• Health & Safety qualification preferred, although training will be provided
• Communication skillsrole will involve significant engagement with ExCo, Board and clients
• Organisational skillsself-starter and able to work autonomously
• IT skillsinc experience of working with room booking and MS systems
• Best in class mentality and passion for continuous improvement

Additional Role DetailsThis role is subject to the Conduct Rules set by the FCA.Dont meet every requirement At Jupiter we are dedicated to building a diverse and inclusive workplace, so if you are interested in this role, but dont think your experience aligns perfectly with every listed requirement in the job description, we wouldencourage you to apply. You may be the right person for this role.