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Head Office Receptionist/Junior Administrative Assistant

2 months ago

Fulham, United Kingdom Eclipse Hotels Management Ltd Full time

About Eclipse Hotels Management Ltd

Eclipse Hotels Management Ltd is a leading international hotel group with headquarters in London. Our current portfolio includes a range of hotel brands across the UK, Europe, and the Caribbean.

Job Opportunity

We are seeking a reliable and committed Hospitality Head Office Receptionist/Junior Administrative Assistant to join our team at our offices in Fulham. As a key member of our team, you will have the opportunity to work with a fantastic team who are passionate about delivering first-class service and a quality employee experience.

Why Work for Us?

  • Complimentary lunch on duty plus snacks and refreshments available in the office
  • 28 days holiday per year, including bank holidays
  • Free access to on-site gym
  • Worldwide employee discount in rooms and F&B outlets across over 5,000 hotels
  • Hundreds of discounts to various entertainment and retail outlets
  • A lively and motivating work environment where you can continuously learn and develop yourself

Job Responsibilities

As a Hospitality Head Office Receptionist/Junior Administrative Assistant, your key responsibilities will include:

  • Telephone support: Answer incoming calls, direct calls, take messages in a professional manner, and act as a gatekeeper for the Managers
  • Deliveries support: Accept and direct deliveries, keep track of items for return, and ensure everyone is informed accordingly
  • Postage and Mailing: Receive and organize incoming mail, organize a courier upon request, take letters and parcels to the post office, and distribute post to each department on time
  • Reception support: Give a warm welcome to guests and visitors in the Reception area, assist visitors with sign-in and sign-out, offer refreshments, set up meeting rooms in advance, and keep meeting rooms, reception, and pantry areas tidy at all times
  • Staff support: Book business travel and accommodation for Managers, online food shopping twice a week, place orders for staff's Friday lunches, help out with organizing individual birthday cakes, and help out with organizing the team's annual social events
  • Office support: Carry out regular stationery stock-taking and ordering, run inventory checks of food supplies and cleaning products, and regularly liaise with a cleaner
  • Reporting and Systems: Produce daily/weekly/monthly reports for the Directors' review and other senior staff members, and regularly use and administer Slack, Sign-in app, Dropbox, and other systems in place
  • Expense Management: Track and manage personal and professional expenses, and assist with preparing expense reports
  • Health and Wellness: Schedule and coordinate medical appointments
  • Events Planning: Assist in organizing events, such as birthdays, anniversaries, and social gatherings
  • Schedule Management: Manage calendars, schedule meetings, and appointments
  • Ad-hoc administrative support

Requirements

We are looking for a candidate with:

  • Ideal previous experience as a Receptionist or Office Coordinator, ideally within Hospitality
  • Customer-focused, self-starter, helpful, proactive, well-organized, quick to learn with great attention to detail and excellent presentation
  • Excellent communication skills, and good knowledge of Outlook, Word, Excel, Slack, and Webex