Guest & Office Support Executive

3 weeks ago

Camden Area, United Kingdom Triple Point Full time
Role SummarynThe Guest and Office Support Executive is responsible for providing an exceptional guest experience for Triple Point visitors and colleagues, this includes coordinating client facing meeting rooms, the handling of calls and responding to emails in a timely manner. The role requires a keen eye for detail, the ability to multi-task effectively but most of all to ensure a seamless and enjoyable experience for guests and colleagues.

Key ResponsibilitiesnRegister visitors with the building reception team.nWelcome guests and visitors to the office.nAct as a point of contact for client and employee related office support.nManage the reception email inbox, support the Facilities Manager with overview of the facilities mailbox.nAnswer switchboard calls with a warm greeting and within 3 rings, effectively taking messages and emailing the information to the relevant departments or colleagues.nBuilding strong relationships with key contacts across the business.nProvide meeting room booking and AV support, ensuring that rooms are set up accordingly.nProvide support for desk booking processes.nEnsure the Client facing meeting rooms are maintained and refreshed throughout the day.nReceive and distribute post and parcels in a timely mannernAssist the Facilities Manager in maintaining office stationery levels, responding to any requests.nEnsure catering stock levels are managed and maintained.nArrange couriers, taxis, train travel and hotels as and when required.nEnsuring the reception area, including the cloakroom and kitchens, are kept clean and orderly.nProvide support at internal and external events as and when required. Lieu time will be accrued.nWhen required, provide support for the printers, coffee machines and AV equipment.nFirst Aid and Fire Warden support – (Training Provided)nManaging security access passes, ensuring passes are being accurately issued and returned.nMonitor standards of cleanliness, maintenance and presentation throughout the Triple Point office space, reporting any issues to the Facilities Manager.

Day to Day ResponsibilitiesnMeeting rooms are prepared and ready for the day ahead, this includes ensuring stationary, drinking water and any ad-hoc requests are fulfilled.nClear and refresh client facing meeting rooms, in preparation for the next meetings.nProvide support to external clients when they are visiting the Triple Point Office.nOffer refreshments for visitors, personalise this service where possible.nOrder and prepare catering for meetings.nComplete general paperwork and administrative duties.nCheck emails and respond accordingly managing multiple inboxes.nAnswer Switchboard calls promptly, ensuring messages are captured accurately and dealt with accordingly.nPrepare and distribute a guest list for up-and-coming visitors to Triple Point.nCollect and distribute all post/parcels to colleagues.nSupport the Facilities Manager in ensuring copiers, kitchens and meeting rooms remain stocked and replenished throughout the day.nProvide Support and guidance for internal and external events.nAssist with any other ad-hoc request where required.

Knowledge and ExperiencenPrior experience working as a receptionist or in a fast paced, customer focused, professional environment.nExcellent verbal and written communication skills.nAbility to prioritise tasks efficiently and responsibly.nProficient with desk and booking portals/software.nBeing detail orientated and possessing the ability to multitask.

Qualities and CompetenciesnProactive and self-motivated.nCreative thinker with the ability to generate new ideas and think outside the box.nStrategic mindset with the ability to see the big picture.nAbility to work under pressure and meet deadlines.nStrong analytical and problem-solving skills.nAbility to adapt to change and work in a fast-paced environment.nExcellent interpersonal skills with the ability to build relationships and influence others.nHigh level of professionalism and ethical conduct.nStrong commitment to quality and continuous improvement.nFlexibility and willingness to take on additional responsibilities as needed.

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