Receptionist- Part Time- Aberdeen

7 days ago

Aberdeen, United Kingdom Pinsent Masons LLP Full time

**Department**:Facilities **Location**: Aberdeen **Job Title: **Receptionist - Part time **Work days:**7 hours a week on Fridays, 9.00 am to 5.00 pm.Some overtime and flexibility may be required to cover holiday absence. **Reports to:Office Manager** **INDIVIDUAL DAILY DUTIES AND RESPONSIBILITIES** **Reception** - Meet and greet clients and staff in a professional manner - Answer telephone calls and relaying accurate messages as required - Arrange courier deliveries on request and maintain appropriate records - Ensure prompt collection of packages and deliveries from Reception - Inspect meeting rooms against agreed checklist after every meeting - Monitor housekeeping standards and ensure that all client areas are kept tidy and presentable - Upkeep of incoming and outgoing mail and courier consignment - Monitoring and ordering of stationery, cleaning items as well as refreshments for the firm. - Dealing with any invoices relating to Reception - Order catering supplies for meeting room service and ensure appropriate stock always held. - Order external catering services where required and liaise with caterers re requirements. - Issue temporary visitors' access passes for the office and the building **Switchboard** - Answer all calls, both internal and external, and direct them to the appropriate person.All calls should be answered within 3 rings where possible. **Meeting Room Booking** - Book all meetings using the Meeting Manager software, Condeco. - Ensure all catering requirements are captured on the booking system and necessary arrangements are made for catering as and when necessary. **General** - Adhere to all firm wide policies and procedures. - Be conversant with the firms Health & Safety, Evacuation and Business Continuity Plan policies. - Managing first aid kit at reception and in the office by ensuring monthly checks and stock levels are in order - Ability to identify any Health & Safety risks. **Person Specification** **Relevant Experience** - 3-5 years in a similar reception role - Relevant experience of working in Business Operations within a similar professional services environment - Experienced in a customer service/partnering environment; highly customer-focused **Key Skills** - Ability to work both as part of a team and unsupervised - Ability to work independently and effectively manage high volumes of work with good management skills - Good communication skills - Good level of English language essential. - Capable of establishing immediate rapport. - Ability to handle conflicting demands and/or challenging pressures for resources. - Capable of working autonomously but also operating within a team environment. - Proven organisational skills. - Computer literate - Knowledge on Microsoft Office Suite - Commitment to delivering a high level of customer service. **Personal Qualities / Behaviours** - Smart, corporate appearance. - Proactive, with a keen eye for detail.

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