Receptionist & Office Coordinator

6 months ago

Birmingham, United Kingdom Gensler Full time

Your Role

We are seeking an individual to join our Birmingham Admin team, who inspires and implements a high level of support to our staff and clients every day. Being able to utilise their passion for service and attention to detail to help the Gensler team with office matters and clerical tasks. You will be an integral team member in ensuring that our reception and office operations run smoothly and are successful in supporting other business activities.

You will thrive in a fast-paced environment where the key to success is proactivity and communication. You’ll be able to quickly acclimatise to our culture, adapt to our various leaders and navigate your way around our various resources and knowledge networks. The ability to juggle multiple deadlines is a must, as is continual prioritisation. You will be a natural relationship-builder, able to communicate with colleagues at all levels.

You will be responsible for maintaining the front of house aesthetic appearance and cleanliness and a high-end office environment. This may include but is not limited to attending vendors face to face or by telephone, helping guests, maintaining office supplies, office equipment, preventive maintenance, and a wide variety of clerical and administrative duties.

What You Will Do
- To provide a positive reception experience for team members and guests
- Meet and greet all visitors, offering assistance and providing refreshments as appropriate
- Maintain the cleanliness, aesthetic integrity, and organisation throughout the office
- Perform audits of the facility, recording items in need of repair or replacement
- Coordinate with other office admin staff on day to day running of the office
- Inventory, order and restock office, pantry supplies, marketing materials and facilities
- Assist with coordination for hotels, restaurants, parking and things to do for visitors and staff
- Plan and coordinate logistics and catering of office events
- Coordinate with different communities and function and manage/update the Office Calendar
- Assist with onboarding new team members
- Provide IT/AV support where needed
- Check regularly throughout the day all meeting rooms are prepped and tidy
- Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties.
- Engage and collaborate with the larger team on sustainability efforts and initiatives.
- Research and implement ways to optimize our internal workflow environmental impact.
- Complete ad-hoc reception & office administration duties and assist teams as required
- Promote events happening within the office and facilitate participation
- Answering, screening, and directing calls, handling all queries in a professional manner
- Monitor conference room schedule and bookings
- Updating books and vendor contact details on Library Resource Database
- Work closely with facilities to maintain the environment to a satisfactory level
- Assist with postal needs and deliveries

Your Qualifications
- Minimum of 2 years + experience within a similar role
- Happy to work full time within Birmingham Office
- Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism
- Ability to problem solve, both individually and as part of a team. Have a responsive and proactive approach, with strong follow-through skills
- Flexibility and a willingness to get involved in areas that might be outside your core responsibilities
- Must be organised, efficient and enjoy working with a team as well as work independently
- Excellent attention to detail and superior organisational and time management skills
- Strong verbal and written communication skills
- Sensitivity to confidential projects and information
- Presentable and client ready
- Knowledge of Photoshop/Bluebeam and Indesign a bonus
- Knowledge of Workday & Salesforce a bonus
- Bachelors’ degree preferred
- Interest in growing within a global business
- Ability to anticipate needs and operate proactively
- A sense of pride in delivering warm, first-class customer service

Life at Gensler

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loans, pension, and twice annual bonus opportunities.

As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.

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