Receptionist

Job Description

Purpose and Scope:

• Provide a professional high-quality service to visitors and callers to the London office
• To ensure the smooth running of the reception desk
• Ensure that the premises and equipment are maintained to a high and safe standard
• Be flexible and ready to undertake new duties as and when required by responding to the needs of the office and individuals

Client DetailsA global strategy consulting firm, working with senior executives across the world on some of the most exciting strategic problems and questions. We pride ourselves on combining sector expertise with a bespoke approach to every engagement, working collaborativelyto generate new insight and lasting impact, with opportunities for the personal development of all our team.DescriptionKey ResponsibilitiesReception:

• Meet and greet clients/visitors and provide a friendly and professional welcome
• Direct visitors to the waiting area or the appropriate meeting room, offering tea or coffee on arrival
• Notify host or hosts Personal Assistant of guests arrival
• Ensure the Reception desk and area is tidy and clean any spills
• Logging any damage, broken and faulty or other problems on the Facilities Issues list
• Manage Reception emails and respond in a timely manner.

Telephony:

• Ensure switchboard is on and clear to receive calls between 8:00 and 17:30
• Respond to all internal and external calls in a professional manner, promptly forward messages via email
• Ensuring all voicemail messages to main office number are taken and redirected as appropriate.
• Test manual switchboard on a monthly basis
• Log any telephone or computer related issues with ITLab and the Facilities Issues List

Client Meeting Rooms:

• Ensure that the meeting rooms are prepared and ready to a high standard.
• Manage all meeting rooms bookings via Microsoft Outlook and Smartway2 application
• Log any booking issues with the Smartway2 helpdesk and follow up
• Perform daily room inspections in the morning and conduct follow-up checks throughout the day. Ensuring all meeting rooms are cleaned and tidy, remove any dead leaves from plants, place remotes in their holders, chairs are pushed in and providing cleanflip charts/ projectors as appropriate
• Make sure all floor boxes are closed and cables are in the wire management box underneath the meeting room tables.
• Replenish stocks of pens, note pads, alcohol hand sanitiser gel as required
• Ensure that there is a supply of pen, flip chart and whiteboard materials in the Reception cupboard to replenish during the day. Advise the Senior Facilities Officer of any stock issues
• Clear the meeting rooms in a timely manner at the end of all meetings, put cutlery and crockery in the dishwasher.
• Remove projectors and used flip chart paper provided at the end of each meeting
• Assist and set up AV equipment including laptop connections - first point of contact for Trouble Shooting AV-related issues
• Assist with moveable wall configuration and changing of tables and chairs as required in Catherine/Alfred and Tamar meeting rooms
• Ensure that catering requests are identified, set up and delivered as requested and cleared away in a timely manner.
• Ensuring that any double bookings or conflicts are avoided and any issues e.g. correct room size, lunch requests etc. are dealt with in a timely manner.
• Set up meeting rooms for internal events; ensuring adequate stock supplies and preparing room setup

Staff members:

• Ensure that all staff arriving from other OC&C offices have been assigned a desk on the Smartway2 application
• Responsible for the on boarding process for the new joiners

Hospitality:

• On a daily basis, provide any requirements for buffets and beverage orders placed by staff.
• Cover requisitioning of catering provisions such as tea, coffee, water thus ensuring we retain enough supplies, ordering stock as required.

Security:

• Using Bluepoint, inform Ground Floor Reception of expected external visitors.
• Unexpected external visitors must be kept at Ground Floor Reception until an appropriate internal member of staff has authorised their entry into the building.
• Manage and process all applications for staff, temporary and visitor badges with Land Securities security team. Record handouts of temporary cards and send reminders for their return.
• Ensure that pictures are taken for access passes
• Keep up to date the contractors visits spreadsheet

Couriers:

• Organise couriers as required and maintain records for budget checking purposes.
• Occasionally set up taxi accounts for new joiners.
• Tidying up the post room throughout the day

ProfilePrevious Experience Required:

• Previous FOH/Reception experience

Qualifications / Tools:

• Knowledge in Microsoft Office suite especially Outlook, Word and Excel

Behavioural Competencies:

• Excellent telephone manner, well presented and polite
• A team player
• Have exceptional organisation and communication skills
• Ability to prioritise and have attention to details
• Working pro-actively

Job OfferExcellent benefits including:

• Gympass
• Private medical
• Pension
• 25days Leave
• Social clubs
• 2 paid holidays away
• Monthly lunch
• Monthly breakfasts & More