Receptionist/administrator

3 weeks ago

London, United Kingdom ASCOT GROUP Full time

**Job Purpose**:
To deliver a first-class front of house service in conjunction with the other receptionists, including providing comprehensive administration support.

**Detailed Duties**:
**RECEPTION**
- Day to day running of the reception desk.
- In conjunction with other receptionists to ensure that reception desk is to be manned between the hours of 08:00 and 18:00
- Meet and greet all visitors offering a highly professional service at all times.
- Manage all incoming telephone calls.
- Ensure all calls are transferred with minimum delay.
- Pass accurate and timely messages to individuals.

**MEETING ROOM MANAGEMENT**
- On arrival at 1pm, the afternoon receptionist is required to check all meeting rooms are clear and tidy and are returned to a presentable state. They are also required to check the diary for any upcoming meetings that require refreshments and set-up the rooms accordingly.
- Arrange refreshments and allocate rooms for ad-hoc visitors.
- Arrange in-house lunches.
- Manage diary for all meeting rooms and ensure visitors passes are pre-ordered via building management system as far as practicable.
- To. notice guests leaving and/or meetings ending and ensure the relevant meeting room is cleared and tidied promptly. All items are to be tidied away and not left sitting in the kitchen.
- Liaise with Jessica McGreary and the IT Service Desk to ensure all meetings for Jonathan Zaffino are correctly identified and executed. Maintain an open dialogue with the IT Service Desi< and notify them of all meetings requiring 'white glove' treatment.

**ADMINISTRATION**
- Assist with business travel when required. Training will be required.
- Arrange external lunches if so required.
- Collation and submission of petty cash on a monthly basis
- Arrange couriers / taxis.
- Monitor supplies of business cards, placing orders when necessary. Check invoices against orders for accuracy before passing them for authorisation

**GENERAL OFFICE DUTIES**
- Ensure that supplies of stationery and refreshments are maintained.
- Ensure the reception kitchen and storage areas are kept tidy and all food/drink deliveries are put away in a timely manner.
- Ensure the storeroom fridges are stocked with cold beverages.
- Stock the reception kitchen with bottled water and carafes every evening.
- Ensure that adequate supplies of tea and coffee etc. are available in the staff kitchens. Usually this is to be carried out on a Friday afternoon.
- Collection from the post room and distribution of post received and ensuring outgoing post is taken at the end of the day
- Arranging archival storage on an ad-hoc basis and retrieval of same when necessary
- Booking of loading bay for deliveries where necessary.
- Liaising with the cleaners to ensure all cleaning duties are carried out as per contracted.
- Liaising with Marketing to ensure a stock of corporate gifts is maintained for guests.
- Monitoring, ordering and distributing milk throughout the office kitchens. Maintaining a supply of sweets & tissues in the reception area.

**OFFICE MANAGEMENT/ OTHER**
- Manage issues arising with the office.
- Assisting the Facilities Manager with any ad-hoc requests as may be required.

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