Corporate Receptionist

7 months ago

London, United Kingdom St James Facilities Services Ltd Full time

**Overall Purpose**

This is a dual purpose role combining front and back of house responsibilities. 50% of the role is reception and the other half is providing administrative support to the facilities management. The role is within a multi-tenanted site with 2 attached buildings, working between 2 reception desks.

This role is crucial as part of the reception team when providing warm and welcoming front of house service, ensuring exceptional and consistent standards and attention are provided to internal and external clients.

This dual faceted role includes a range of administrative tasks to support the building management team including raising purchase orders.

On day to day basis, you will report directly to our Reception Manager and working closely with the rest of the reception team. You will also be working closely with the other departments ensuring a one-team approach.

You will also be cross-trained across the front of house team’s responsibilities including events and other creative activities.

Proactiveness, attention to detail, being organised and multi-tasking skills are key to the role. You will be reliable, flexible, a quick learner and confident. You have strong communication skills and will always ensure to keep your line manager and the building management informed at all times.

**Duties and Responsibilities**

v To take full ownership and accountability of the reception and all associated areas, making sure that they are kept in the best possible order at all times, liaising with cleaners, facilities, night security and other departments as deemed necessary.

v You will be responsible for the security of the building including fire exits, emergency and safety and CCTV.

v Ensure the St James folder, manual, occupiers’ procedures, phone database are up to date. Delivering of weekly reports and appropriate FOH data as and when required.

v Ability to assist, support, build strong relationship with all tenants.

v Flexibility to react and assist the client with unforeseen circumstances at a short notice

v First point of contact for all guests, visitors, occupiers and clients to the building, as outlined in the St James Guide. Dealing with all questions and queries.

v Being responsible for meeting and greeting of all guests and visitors into the building and providing them with exceptional service. Standing to greet as a basic standard.

v To receive/answer calls promptly and efficiently, identifying the callers’ requirements and taking messages as appropriate.

v Manage difficult calls and/or distressed callers’ in a calm and professional manner.

v Where appropriate, reporting of accidents or incidents.

v Create and lead on the events calendar, pop ups and freebie Fridays for the building

v Ensure the reception area is kept organised, clean and tidy always.

v Adhering to St James policies and procedures, code of conduct and to be fully conversant with the emergency procedures in relation to Health & Safety issues.

v Any other duties as deemed necessary to support the client, customer, colleagues and St James.

**Site Specific Tasks when acting as Facilities Assistant and working closely with the Facilities Manager.**

v Raising of purchase orders from quotes or invoices.

v Liaising with contractors/suppliers to have them created as new vendors on the system.

v To manage archiving for the building.

v Ensuring that a copy of all current H&S documentation is maintained on site.

v Carrying out monthly audits for building management team, focusing on key areas such as cleaning, building, waste, maintenance, and engineering.

v General administrative and office support.

v Assisting the Facilities Manager with any projects or other tasks as required.

v The reception team is expected to take ownership of the reception area and at all times, the work space as well as the reception entrance area and visitor seating area should be kept very clean and tidy, this should be checked at start of each shift and any issues reported to the cleaning team or site maintenance engineer in the case of lighting or maintenance issues via the internal Helpdesk system.

v Foodstuffs should not be consumed at the reception desk - water, hot or cold beverages are acceptable, but these should be kept discreet kept in logo free cups/holders.

v Personal calls should be taken/ made away from the reception area. Personal mobiles are allowed on the desk but should be kept on silent.

v The workstation should be a comfortable area to carry out your duties from. Report any defects immediately to any site equipment.

**Knowledge and Skills**:
v Previous experience in delivering exceptional customer service essential.

v Ideally, previous experience in administration work including purchase order

v Excellent command of the English language, both verbal and written.

v Organised, multi-tasker and attention to details.

v Exceptional interpersonal skills, flexible to work with a range of styles and perso

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