Receptionist/administration

**Job Summary**
As the front of house, you will represent the company with professionalism, expertise, friendliness, and clear communication, both in person and over the phone, to ensure exceptional customer service

**Duties**
- To maintain the area around reception, ensuring that the signing in I Pad is open and set up, ready to check in visitors and that the label machine is switched on, and furnished with ample labels.
- Ensure the signing in book is available in case of system breakdown, along with ID Badges.
- To ensure that all visitors are made aware of the fire evacuation procedures, as detailed on the I Pad, in line with Company policy and ensure they are met/collected by the appropriate person/dept.
- To ensure that the switchboard is operational each morning and to report any issues to the IT Department.
- To ensure compliance with any/all switchboard testing as dictated by IT.
- To ensure a working knowledge of the desk top telephone, in the event of a power cut, or to comply with any request from IT to use same.
- To maintain an up-to-date list of departments/personnel, available in the telephone directory (BLF List) to assist with daily calls.
- To have a comprehensive knowledge of the business areas, within Thorlux Lighting and the subsidiary companies, to ensure customers/calls are directed appropriately.
- To announce all calls when appropriate, to all Directors, Credit Controller and IT personnel.
- To understand the basic framework of business terminology, to ensure customers are dealt with appropriately.
- To open Tensor Staff Attendance Board, to view personnel status of being either in or absent each day, to assist with members of staff enquiries
- To act on Cisco Meraki requests for Wi-Fi access and maintain database. To ensure all requests are vetted accordingly.
- To maintain/complete a daily record of Directors/Managers meetings, extracted from their personal diaries.
- To schedule early cover for sales, to ensure continuity of customer service, prior to corporate opening time. To also cover the early morning calls for technical in the same professional way.
- To maintain the remote microphone. To report function/accessibility issues to Alex Reizlein when they arise
- To provide Tannoy messages/requests as prompted daily, including weekly announcements in respect of the factory wage slips, along with any National Announcements, as deemed appropriate by the Company.
- To convey sickness messages, furnished by Sales, to the appropriate person/department.
- To maintain a comprehensive list of Sales Representatives on the Label database, updating/deleting as necessary. Print labels as required throughout the day and replace print roll as needed.
- Facilitate the delivery of incoming post. Distribute parcels; sort/open and pigeonhole, named and unnamed letters and liaise with Sales to arrange collection.
- To frank all business post, placed in the post boxes; to include special deliveries, signed for and international services and post out and record personal post, on a regular basis.
- To develop a knowledge of European/International destinations, to ensure that the post is correctly identified, and the correct postage is allocated. (Royal Mail zone charts are available to assist.)
- Ensure any post, placed in the appropriate subsidiary pigeonholes, is sent out each Friday.
- Organise taxis and couriers on request.
- Liaise with Sales to facilitate break/holiday cover.
- Monitor alarms in post room and corridor. Alert/report details to the maintenance department.
- To follow emergency procedures as laid down by the Company, regarding evacuation to include: alerting members of staff by Tannoy, printing off a staff roll call, from Tensor, to make available to the Marshalls and collecting the emergency phone.
- To contact/page First Aiders when an accident/incident has occurred and/or arrange for the provision of a First Aid car from the list provided.
- Organise ambulance if required.
- To make available the pest control folder when prompted.
- To report any problems with toilets/failed lights/no water etc. to maintenance if reported to me.
- Maintain stock of stationery in the post room to include envelopes/elastic bands/paperclips etc. Ensure sufficient supplies of A4 paper are available and notify Warehouse when this depletes.
- Aid with photocopier problems, assist with photocopying and scanning when required to do so.
- To provide corporate details/address/VAT number when prompted by external callers.
- To envelope statements and invoices for Accounts daily.
- Provide support with the internal Staff directory updates, by checking and updating details as found necessary.
- To carry out any task delegated by the Sales Office Manager or Sales Admin Team Leader

We look forward to hearing from you

HR Department

**Job Types**: Full-time, Permanent

Pay: £22,000.00-£25,000.00 per year

Additional pay:

- Bonus scheme

**Benefits**:

- Canteen
- Company pension
- Discounted or free fo