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Senior Receptionist

2 months ago

City of London Greater London, United Kingdom Next Employment Ltd Full time

Senior Receptionist

An exciting opportunity to work as a Senior Receptionist/Client Host for a well know Insurance company in the City of London.

As the Senior Receptionist/Client Host you will ensure that an exceptional high level of customer service is delivered to all visitors, staff and stakeholders that use the space at our London office. The Senior Client Host will be the first point of contact for all office enquires and the first line of support for anyone visiting our office.

Some management experience is needed as you will be managing a member of staff and will oversee managing the working shifts of reception

Duties & Responsibilities:

Customer Service

• Ensure that our front of house team provides a warm, courteous, and prompt welcome on arrival for all visitors offering appropriate office services (cloakroom, refreshments & Wi-Fi etc).

• Ensure all meeting organisers/hosts are aware of their guests’ arrival to the office.

• Escort visitors to meeting rooms where applicable and making them feel welcome.

• Ensure the Client Host team keeps all visitors informed of any delays and progress to maintain client comfort.

• Address all incoming telephone calls, emails and enquiries promptly giving a warm, courteous welcome and always using the agreed salutation.

• Ensure on the day meeting room bookings and requests are dealt with promptly and in a courteous manner, reporting any issues to the Workplace Management Team.

• Support and assist with the set-up of meeting rooms and provide hospitality assistance as needed.

• Be always security conscious, approving access to authorised visitors and staff members for restricted areas.

• Actively and positively engage with colleagues and clients to ensure a seamless service experience.

• Anticipate office users needs and follow up to ensure expectations are met and where possible exceeded.

Workplace Management

• Ensure a daily handover is provided by the Client Host Team and share with the wider team.

• Make sure all relevant areas are prepared for opening, including reception/café and kitchens are regularly stocked up.

• Carry out regular checks/floor walks so that all internal areas including meeting rooms/lobbies/terrace areas remain clean and tidy, escalating where necessary.

• Ensure the terrace area is opened every morning and closed by end of day.

• Ensure housekeeping and maintenance issues are logged and reported accordingly, to be shared with the Workplace Management Team as needed.

• Be aware of relevant legislation including Health & Safety and ensure direct reports adhere to them.

• Be the primary contact for all AV queries, troubleshooting and escalating to Technical Coordinator when required.

• Ensure all AV equipment is checked daily including relevant screens & connections.

Administrative Tasks

• Ensure all new starters receive their induction on their first day and are comfortable with booking their visitors and meetings.

• Responsible for the onboarding/off-boarding process for all employees on number of platforms i.e. (but not limited to) Concur, Robin, F24, R&M Book & Locale.

• Locker allocation, management, and distribution.

• Office and building access passes management.

• Assist with event bookings including food ordering and providing support with client events including set up/organisation and clear down.

• Make sure that an appropriate stock of stationary is available and complete regular stock take.

• Ensure that all office deliveries are distributed in an appropriate time.

• Support on collating facilities management reports regarding service usage and service issues.

• Assist with booking taxis and couriers as well as archiving documents within the department.

• Complete all the daily post ensuring the right procedure is followed.

• Responsible for all stationery needs in the office, ensuring that we stay true to our ESG goals.

• Providing reports to Workplace Management Team as required and supporting with ad-hoc projects.