Receptionist/administrator

3 weeks ago

London, United Kingdom Turcan Connell Full time

Job Advert

We have an opportunity for a Receptionist/Administrator to join our Office Services team and be based in our London office on a part-time 12 month fixed-term basis. The role will be based in our London office, Monday to Friday, 5 hours per day, 25 hours per week.

**Responsibilities**

This role has a wide variety of duties, which include and are not limited to:

- Main key holder for the office;
- Point of contact onsite for any building management issues arising and liaising with building security as required;
- Completing daily checks in the office including the lighting, heating/cooling and cleanliness/tidiness of the office space, recording any issues to report for remedy to the Facilities and Contracts Manager;
- Greet and welcome all clients, visitors, and colleagues to the office between agreed hours;
- Monitor and ensure the reception (and wider office) is kept tidy;
- In the event of fire and/or any other emergency requiring employees to leave the building, to be responsible for ensuring there is a definitive list of those who were in the office;
- Provide full support for all meetings held in London office including preparation of meeting rooms and assist in the arrangements for catering provisions. Provide tea/coffee/water/biscuits in room for all requested meetings;
- Process any incoming mail that has bypassed the Royal Mail redirection;
- Scan any incoming mail to the Company Secretary;
- Forward the hard copy to the Company Secretary;
- Liaise with the Company Secretary monthly to obtain an updated company list to facilitate the identification of TC mail to the London Office;
- Liaise with Edinburgh Records team regarding principal documents;
- Ensure all outgoing mail is stamped appropriately or in a pre-paid envelope (Edinburgh Office) and taken to the Post Office or post box;
- Book and organise couriers and taxis for colleagues as requested;
- Manage petty cash;
- Provide office supplies via Edinburgh for visiting colleagues and maintain adequate stock within London office;
- Provide general administration support for employees within office i.e. photocopying, faxing, scanning, printing etc; and
- Provide remote administration/document production support for colleagues.

**Skills/Qualifications**
- Experience in dealing with internal clients/the public/clients face to face;
- Communication skills and the ability to communicate well with people at all levels;
- Can work on own initiative;
- Good organisational skills;
- Flexibility and adaptability;
- High attention to detail required;
- Familiar with iManage and Microsoft Office package;
- Ability to use the various online/in house software packages to organise taxis, couriers etc, as may be introduced from time to time;
- Ability to type - minimum speed 50 wpm; and
- Work with other team members to ensure consistency of practices.

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