Receptionist
7 months ago
**Job Description: Receptionist
We are looking for an experienced Receptionist to help run our dynamic, busy Glasgow office. They will play an essential role in providing the best possible experience for staff, clients, and visitors to Blazing Griffin by taking responsibility for running the front desk, greeting clients, and coordinating various administrative tasks with the facility runners. The Receptionist will also take on some facilities management duties.
We are looking for someone with a solid track record of working on a busy front desk and providing excellent customer service to stakeholders. Some experience in project management and facilities management will be an asset.
**Key Duties/Deliverable**
**Reception services**
To be delivered with the support of the facilities runners:
- Provide a warm and professional welcome to clients and guests upon their arrival, signing them in, showing them to the correct suite or meeting room and offering any assistance as required for the duration of their visit.
- Handle incoming calls, relay accurate messages to the team, respond to all communication in a swift and efficient manner and regularly monitor conversations on Teams.
- Ensure the accurate flow of information within the Front of House team so that all members are adequately up to speed with all ongoing projects.
- Maintain an awareness of who is in the facility and their general location.
- Administrative tasks including logging facility receipts/expenses, overseeing incoming drives & equipment, distributing mail, photocopying/printing as required.
- Ensure security and confidentiality best practices are being followed in line with company policy.
- Weekly review of Front of House supplies, placing weekly orders as required
- Ensure that all suites and common areas are kept clean and tidy throughout the day and supervise the delivery of proper cleaning and upkeep services throughout.
- Ensure clients and staff are provided with lunch and refreshments as required.
- Book taxis, couriers or local travel for clients and team on request.
- Ensure all Health and Safety requirements are adhered to, including all fire warden duties, First Aid Boxes are stocked, collate and maintain all H&S paperwork including but not limited to Risk Assessments, fire plans, staff training (electrical safety, first aid, fire wardens etc).
- Assist the wider team with day-to-day tasks, as required.
**Other duties**:
- Supervision to and management of the facility runners
- Assist with various ad hoc clerical and administrative tasks as required.
- Responsible for coordinating M&E repairs, ongoing maintenance and any upgrades across the Facility such as electrical and plumbing installations.
- Evaluate the functionality of fire safety equipment and systems.
- Main point of contact for security and fire incidents, including out of hours - rota management
- Liaise with Landlord on all Blazing Griffin works to ensure that all paperwork required is prepared and approved.
- In collaboration with Operations and Finance, manage the delivery of facility & office improvements / projects (incl. scheduling, site management)
- Managing office supplies
**Personal specification**:
- Effective communicator, both orally and in writing, with a friendly manner
- Use own judgement, resourcefulness and common sense
- Work without direct supervision and determine own workload priorities
- Work under pressure
- Media experience desirable but more importantly working in a customer-oriented environment
- A passion for and commitment to the role of receptionist with 3-5 years relevant experience
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