Part-time Corporate Receptionist/facilities

2 weeks ago

London, United Kingdom LMA Full time

**Corporate Receptionist/Facilities Coordinator - West End - Part-time - £30K pro rata.**
We have a super opportunity for a corporate receptionist/facilities coordinator to support in an outstanding boutique finance house in the West End, based front of house, in a part-time 3 day a week role, working alongside a full-time corporate receptionist.
We are looking for an individual who is confident, professional and happy to undertake the facilities aspects as well as front of house and is also very warm and engaging, who will relish working alongside their colleague and be a real team player, as you willbe part of a super administrative team.
**The Opportunity**
What you will do:
Reception
- Greet guests upon immediate arrival with a positive and exceptional guest service approach.
- Answer phones in a timely and professional manner, routing calls as necessary.
- Coordinate and manage meeting room and VC requests via room schedules in Outlook. Prepare and tidy up meeting rooms working with the meeting organiser for all catering requests, managing catering vendors and ensuring a timely delivery of all requests.
- Sort and deliver all incoming deliveries and mail.
- Prepare outgoing mail and coordinate deliveries with various courier services.
- Provide a variety of administrative support to the larger Administration team including, but not limited, to scanning documents, faxing, photocopying, filing, and binding presentations.
- Ensure cleanliness and organisation of all kitchens and proper storage of all beverages, snacks, and other kitchen items. Prepare inventory lists and create vendor orders based on supply / demand
- Maintain stationery area cleanliness, organization, and inventory lists. Place vendor orders based on supply / demand and special requests.
- Coordinate new hire kits to be sent to employees.
- Assist with retrieval and return of offsite document storage boxes when necessary.
- Other administrative duties as required.

**Facilities Coordination**
- Work alongside the office manager in all facilities related matters, taking ownership of smaller tasks and keeping the OM up to date with progress
- Address requests related to heat, cold, lighting, spills and other day-to-day issues
- Keep a log of all tasks, updating where progress is made, and highlighting levels of importance
- Use the Facilities & Maintenance calendar to log contractor visits, ensuring the necessary people are invited
- Keep the vendors list up to date with the most recent contact details
- Create and maintain relationships with vendors and source new vendors where necessary
- Liaise with the building management and maintenance contractor for our building to schedule in regular maintenance
- Requesting security to be on site when works take place outside of normal office hours

**What you bring**:

- Demonstrated professionalism and confidence.
- Strong communication and interpersonal skills.
- Comfortable interacting with senior executives internal and external to the firm.
- A strong team player who can work well in a collaborative environment and independently.
- Proactive with the ability to problem solve and anticipate needs.
- Proficient in Microsoft Outlook, Word, Excel and PowerPoint.
- Exceptional meeting room calendar management with the ability to detect conflicts and errors.
- Enthusiastic and strong work ethic with a focus on accuracy and attention to detail.
- Ability to perform well under pressure.
- Understanding and adherence to the highest level of confidentiality

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