Front of House Coordinator

5 months ago

Oxford, United Kingdom Lucy Group Full time

Job Advert

Internal Job Title**:Front of House Coordinator - Lucy Group Head Office - Oxford**

Business**:Lucy Group**

Location**:Oxford**

Job Reference No**:3325**

**Job Purpose**

We are seeking an enthusiastic person to join our friendly team at Lucy Group. This is a great opportunity to join our business and play a key role representing Lucy Group Limited. A smart appearance is essential to create a professional yet welcoming first impression with a flexible, problem-solving approach.

This role will be the first point of contact for all visitors to the Lucy Group office and will assist incoming callers and visitors ensuring that they are dealt with effectively and efficiently. The role holder will not only undertake reception duties as listed, but also support with additional administrative duties to the office team leaders.

The role holder will be a highly motivated individual who will take a proactive approach to supporting the delivery of services required in the office environment. They will possess excellent customer service and communications skills, will be highly reliable and be a confident self-starter.

**Job Context**

You will work alongside the Office Coordinator to run our reception function and support other administration duties.

This is a great role as day to day you will be meeting and greeting visitors as well as building relationships with the wider Lucy Group team.

Strong interpersonal and communication skills are key in this role as well as having a positive can-do attitude.

**Job Dimensions**

This role is a full-time role of 39.15 hours per week, Monday - Thursday 8:00am - 5pm and Friday 8:00am - 4:15pm, with an hour lunch. The role reports to the Facilities Manager based at our Oxford Offices.

The reception and facilities team will be required to cover each other’s breaks, scheduled holiday and unscheduled periods of absence.

**Key Accountabilities**

These will include:
These will include:

- Maintaining standards and taking responsibility of the reception area, ensuring that it is tidy and kept clear of obstructions at all times.
- Provide an efficient switchboard service to incoming callers ensuring calls are dealt with promptly.
- Take concise messages and communicate accurately within a timely manner.
- Ensure sufficient cover is maintained and the reception desk is not left unmanned.
- Greeting visitors and customers professionally ensuring that all health and safety procedures are adhered to, for example, log visitors and issue passes.
- Manage access to guest wi-fi for visitors as required, in accordance with IT guidelines.
- Responsible for incoming and outgoing post, including signing for urgent incoming consignments, franking, sorting and circulating.
- Arranging DHL shipments (documents only) and urgent courier collections on request.
- Organise visitors’ parking, coordinating with the Facilities Manager.
- Prepare meeting rooms for customer visits, organise refreshments and coordinate lunch bookings with outside caterers.
- Regular daily audit of shared meeting rooms and replenishment of consumables.
- Provide support in maintaining the office stationery and refreshment supplies.
- Ensure that all stationery cupboards/kitchens are kept fully stocked.
- Maintain and issue security passes for all staff and contractors on site and keep security database up to date.
- Maintain a register of and issue car park fobs as required to employees
- Organise daily newspaper collections for reception.
- Administrative support for Facilities Manager, Operations Manager and Executive Assistants,
- Organising files and keeping a record, both of virtual and paper documents.
- Raise purchase orders using our internal system.
- Supporting the management of office service contracts and maintaining internal records.
- Handling office equipment, such as fax machines, projectors, etc.
- Preparing PowerPoint presentations.
- Writing and preparing documents. Proof reading and correcting grammar and spelling mistakes.
- Supporting the planning of employee, stakeholder and tenant events.
- Scheduling appointments, diary management and administrative support to the business heads as required.
- Any other ad hoc duties that may be required.

**Qualifications, Experience & Skills**
- Experience in a busy customer service environment.
- Switchboard experience.
- High standard of literacy and numeracy, A-Level or equivalent.
- Trained First Aider (or willing to attend course).
- Trained Fire Marshall (or willing to attend course.)
- Good knowledge and use of Microsoft Office functions (Word, Outlook, Excel).
- Typing and secretarial skills.

**Behavioural Competencies**
- Is a confident self-starter.
- Able to work both independently and within a team.
- Have a customer centered focus.
- Good interpersonal skills with a pleasant, can-do attitude.
- Highly organized.
- Integrity and ability to maintain confidentiality.
- Ability to multitask.

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