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Reception Coordinator

2 months ago

London, Greater London, United Kingdom Howden Full time
Job Description

We are seeking a highly organized and detail-oriented Reception Administrator to join our team at Howden. As a key member of our office environment, you will be responsible for ensuring the smooth operation of our reception area.

Key Responsibilities:
  • Security Pass Management: Oversee and manage the reconciliation, replacement, and creation of building access security passes for all employees, visitors, and contractors to the building, maintaining up-to-date records of any changes.
  • Leaver Processing: Ensure all leavers are processed correctly, ensuring passes have been disabled in accordance with the business's compliance team.
  • Stock Management: Manage stock of day passes and visitor passes for use by the ground floor Reception team.
  • Temporary and Events Pass Audit: Facilitate a weekly Temporary and Events pass audit with assistance from the Reception team, ensuring any passes not returned are disabled and re-printed.
  • Relationship Management: Maintain a good relationship with the building's security and management teams, who print all passes for each company in the building.
  • Locker Management: Manage fitness locker allocations, running regular audits and ordering replacement keys while keeping the key safe tidy and organized.
  • Office Operations: Issue office lockers to new employees and organize leaver locker reallocation.
  • Access Control Software: Use C-Cure access control software to give the correct building access to all staff members.
  • Quarterly Audits: Carry out quarterly audits on all lockers to ensure they are being used effectively by staff.
  • Room Booking System: Be Group Admin for the Condeco room booking system, inputting new starter information into the system and granting the correct permissions. Support the Reception team in service and price updates, as well as cross-charging and reporting.
  • Desk Booking System: Be Group Admin for RICOH Spaces desk booking system, assisting people in booking desks and granting permissions to PA's so they can book on behalf of their teams.
  • Multi-Office Management: Manage the lockers, passes, and desk bookings for the other London offices - Houndsditch and Mark Lane.
  • Administrative Support: Maintain the Reception Admin inbox, ensuring all emails are actioned, responded to, and filed away in a timely manner.
  • Team Collaboration: Work closely with the Reception team, helping to cover reception desks and assisting with the Front Reception inbox when needed.
Requirements:
  • Previous Experience: Previous experience as an office administrator.
  • Technical Skills: A good level of knowledge for all Microsoft Office suites.
  • Communication Skills: Excellent communication skills, in both verbal and written English.
  • Time Management: Ability to prioritize tasks efficiently, ensuring all deadlines are met.
What We Offer:

We value diversity and are looking for individuals who share our values:

  • We support each other in the small everyday moments and the bigger challenges.
  • We are determined to make a positive difference at work and beyond.
Reasonable Adjustments:

We are committed to providing reasonable accommodations at Howden to ensure that our positions align well with your needs. We can accommodate changes such as flexible hours or hybrid working.