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Office Assistant

2 months ago

London, United Kingdom IPOE Consulting Full time

Office Support Assistant (Graduate)

City based Financial Services firm



Scroll down the page to see all associated job requirements, and any responsibilities successful candidates can expect.

Main purpose of the role, will be providing a warm welcome first-class reception to all, who walk through the door and to support the Office & Facilities Manager to ensure smooth operation.


The ideal candidate will be very practical and enjoy a hands-on role. Equally, the ideal candidate will enjoy meeting and greeting visitors to the office, delivering customer service excellence, and a good first impression of our client. You will take full ownership of tasks, projects, and the role at hand.


Main responsibilities will include;


  • Answer all incoming phone calls, transferring calls and taking messages
  • Dealing with queries
  • Maintain the reception email
  • Log all visitors arriving on site using Blue Point
  • Be the first point of call for all visitors and ensure relevant employees are notified
  • Escort visitors to meeting rooms as required – get refreshments.
  • Liaise with building reception and management as required
  • Manage meeting room bookings and ensure no clashes
  • Ensure meeting rooms are set up in time for meetings
  • Arrange external catering as required
  • Ensure the office is clean and well presented
  • Order any stock as required
  • Support with deliveries and post and liaise with the building post room
  • Log all deliveries using DataScope
  • Support the Office Manager with any ad hoc duties as required
  • Support the Office Manager with event planning and coordination
  • Support with booking travel, taxis and courier collections
  • Copying, scanning and printing duties as required
  • Contribute to the updating and maintenance of the Reception Manual
  • Support and assist (FS) with ad-hoc requests made by Senior Stakeholders, ensuring seamless service delivery, including but not limited to: - Administration, catering, and concierge service for VIP guests.
  • Support FS with Catering and VIP meeting room and event Set-Up.
  • Report all incidents, accidents and significant near misses.
  • Act as a support Fire Marshall and First Aider
  • Develop relationships with all staff, SLT and key stakeholders
  • Cover for the Office Manager as required


To be considered for this position, ideal candidates must have the following experience and skills;


  • Previous experience as a Receptionist/Office Administrator/Customer Services would be an advantage but not essential.
  • You must be experienced in using Microsoft Office, Outlook, Excel and PowerPoint
  • Excellent time management and organisational skills
  • Degree qualified