Receptionist and Replenishment Assistant

4 weeks ago

Welwyn Garden City, Hertfordshire, United Kingdom Ocado Logistics Full time

Ocado Group is an equal opportunities employer and as such makes every effort to ensure that all potential employees are treated fairly and equally, regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion or belief, age, or disability or union membership status.

About the role

The Receptionist will be responsible for ensuring the smooth running of Ocado's Head Office and development centres receptions, meeting room suite, training rooms and all associated services on a rotating basis with other team members. To oversee the booking and delivery of all hospitality services ensuring a superior employee experience at all times.

The successful candidate will also be responsible for ensuring all vending machines, kitchenettes, coffee machines, stock cupboards and fridges are fully stocked daily and to undertake regular stock takes to enable replenishment orders to be placed.

Responsibilities

• Receive and stock take all shopping orders and cross check against receipts and delivery notes
• To replenish vending, kitchen and fridge products, as well as stationery
• To undertake daily cleaning, maintenance and replenishment of coffee machines
• To effectively manage stock cupboards to ensure all products are available in back stock cupboards daily and the cupboards are kept clean and tidy
• To ensure the provision of fruit in the morning to all kitchens daily
• Greeting employees, clients and visitors advising on the needs and queries they may raise to the reception, ensuring that all interactions are completed to a high level of polite communication
• Ensuring that all clients and visitors sign in through our Envoy system, that the person(s) they are meeting is contacted in a timely and professional manner
• To ensure that service levels are maintained to the highest degree and particular attention is paid to client care to ensure that all visitors receive the highest quality of service and attention.
• Issuing daily contractor passes when needed to complete work within the buildings, ensuring this is signed off by the Ocado employee they are with.
• Supporting employees on issuing daily access passes when they have forgotten their passes, ensuring they have the correct access, that their "lost" card is deactivated for security and keeping records of which card is signed out to who.
• Creating security passes for all permanent Ocado employees, including taking and editing pictures, gathering information from other stakeholders and issuing the access needed for the employee to complete their role
• Taking full ownership 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, security and other departments as deemed necessary.
• Working and liaising with the Front of House and Security Manager to assist in the review of existing standards and procedures while implementing new best practices to ensure a seamless delivery of all Front of House Services.
• Completing training to ensure that a thorough knowledge of the computerised system used by the whole FOH team is obtained to ensure correct procedures are always followed and maintained
• Completing daily meeting room checks of all rooms in the meeting and training suite rooms, ensuring that the correct stationary is present, that rooms are maintain to a high standard of tidiness and cleanliness
• Liaising with the Service Assistants daily regarding room sets ups needed, ensuring the correct layout is completed per meeting request in training rooms across all sites
• Ensuring that all raid and/or dawn raid procedures are fulfilled and ensuring that all expected actions are fulfilled immediately and as directed by the company Legal and HR departments
• Manage any on the day booking requests from the desk and process any adhoc requests within the time limits stated in the SLA.
• Liaising with HR on the weekly new starter inductions and assist with necessary requirements
Hospitality Duties
• Being the main contact point for all hospitality requests at all Head Office and Development Centres
• Receiving hospitality requests, which must include a completed booking form per request, sending this to catering for approval
• Ensure all details for booking is correct and accepted by both Catering team and requesters, also that the request is received within the SLA of 48 hours before booking
• Maintain correct records of all catering bookings to be able to refer to these as the event takes place and for when re-charging happens

About you

• Google Suite / Microsoft
• Customer Service Experience and front of house experience
• Flexibility to adapt to business needs and able to multitask

What we offer you

Our employee benefits are designed for you, we care about people and we've ensured we have a wealth of benefits that focus on your well-being. We regularly review our benefits to ensure we are supporting our employees appropriately.
30 days 'working from anywhere in the world' policy
Wellbeing support through dedicated apps and an Employee Assistance Programme
25 days annual leave, rising to 27 days after 5 years service (plus optional holiday purchase)
Pension scheme (various options available including employer contribution matching up to 7%)
Generous Private Medical Insurance (within the first month of joining)
Income Protection (can be up to 50% of salary for 3 years) and Life Assurance (3 x annual salary)
22 weeks paid maternity leave and 6 weeks paid paternity leave (once relevant service requirements complete)
Train Ticket loan (interest-free)
Cycle to Work Scheme
Free shuttle bus to and from Hatfield Train Station to the Hatfield offices
Free shuttle bus to and from Welwyn Garden City Train Station to the Welwyn Garden City offices
Opportunity to participate in Sharesave and Buy as You Earn share schemes
15% discount on Ocado.com and free delivery for all employees (within the first month of joining)

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