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Part-time Receptionist

4 months ago

London, Greater London, United Kingdom Gillespies Full time

Part-time Receptionist in a Landscape Architecture Studio based in London.
We are seeking a friendly and organised
receptionist to join our London team on a permanent and part-time basis.

We can offer the following contractual hours:


  • 8.30am to 3.30pm per day for 3 days a week (Total hours = 22.5 hours per week)
This is a fully on-site role in our London office EC1R 4PF.

About us:

We are Gillespies, a diverse and free-thinking team of Landscape Architects, Masterplanners and Urban Designers.

We believe there's value in legacy and strength in diversity:
we haven't stopped learning for 60 years and we continue to evolve, extend and adapt. The human element is central to our work. While technology can offer us solutions, it's only people that can create the enduring stories that enrich a brief.

Purpose of the Role & Main Duties
To provide first-class front of house service to visitors and clients and be first point of contact. As well as, manage the front of house & studio facilities and general housekeeping. To ensure smooth day to day running of the studio & provide administration support to the team.

**Main Responsibilities

  • Answering incoming telephone calls and taking messages, dealing with enquiries and forwarding to the correct contact/department.
  • Greeting all clients and visitors.
  • Manage meeting room booking calendars and desk booking system.
  • Setting up meeting rooms for meetings, presentations and workshops
  • Including setting up of refreshments, catering and lunches.
  • Maintenance and housekeeping of meeting rooms.
  • To ensure the presentation of the reception area and meeting rooms to a high standard.
  • Monitoring general condition of the London studio; seeking and arranging any office improvements and liaising with maintenance. companies for any repairs.
  • Management of office cleaners.
  • Management of office security system, contact with security company.
  • Receiving, logging and distributing post/mail and deliveries.
  • Weekly stationery stock checks and orders.
  • Weekly groceries order and storing in office kitchen.
  • Tracking of staff location including out of office and site visits.
  • Booking of taxis and couriers, making sure all collections are made and delivered.
  • General team administration support.
  • Fire Warden & First Aider for studio.
  • Monthly H&S office checks including first aid box count and fire checks.
  • Raise support calls for the onsite photocopiers and change toner cartridges when required.
  • Raise support call for the Mitel phone system and arrange telephone diverts when required.

Role Requirements

  • Excellent communication.
  • Excellent telephone manner and people skills.
  • Based in London and able to travel to the office every day.
  • Confidence and ability to represent the practice and studio appropriately in both manner and personal appearance.
  • Punctual, reliable and excellent time management.
  • Organised, able to use initiative and proactive.
  • Ability to work to deadlines in a fastpaced environment.
  • Administrative experience would be advantageous.
  • The Right to Work in the United Kingdom.