Receptionist

Reception Duties - Provide a professional and welcoming service. - Ensure that the reception area is covered at all times. - Operate the switchboard, transferring all calls to the relevant departments. - Meet and greet visitors for Motability ensuring that they have been given the relevant Health and Safety brief and that their host is contacted. - Meet and greet visitors for other tenants in the building ensuring that they are directed to the relevant office. - Ensure that the contact database is kept up to date. - Co-ordinate activities on reception ensuring that all members of the team that cover are kept up to date with any changes in process that are made. - Organise cover for reception when needed. - As required issue petty cash for the department ensuring relevant paperwork is completed. - At month end with Finance complete the petty cash reconciliation Administration - Co-ordinate the supplier’s database records and associated documentation, i.e. annual RAMS and liability insurance. - Maintain the visitor, contractor and staff temporary pass issue register ensuring that all passes issued are returned. - Co-ordinate the staff extra services, i.e. Stress Solutions etc. - Keep the literature stock sheets updated. - Book and monitor all meeting room requests, including hospitality requirements. - Assist with costing reports as required. - Order and log all car booking requests, checking with the Operational Lead for confirmation that the end user has completed their driving risk assessments and license checks. Book the pre vehicle check with the relevant team member on duty. - Inform the insurance company of any rental vehicles that have been delivered - Assist the Contracts and Administration Lead and/or Facilities Manager with projects as requested. - Ensure that new starters have a scheduled Health and Safety induction booked and issue out the car park passes keeping the log updated. - Co-ordinate the Facilities end of month admin procedures. - Co-Ordinate the Motability car park register. Helpdesk - Use the Helpdesk system to an extent that you can monitor, input, respond and react to work requests and complete these within the given SLA timescales. - Log and issue all jobs to the relevant member of the team ensuring that the most appropriate SLA timeline is set. - Provide input and feedback on open jobs, update system with details of actions taken and close jobs. - As requested book couriers ready for mailing collections. Health and Safety Duties - Issue and collect visitors / contractors door passes, ensuring all logs are updated. - Ensure that all Motability guests are aware of our health and safety visitors information. - Ensure Motability contractors have accepted RAMS and have filled in relevant paperwork signed by an approved member of Motability staff before commencing work at Motability. - In the event of a Business Continuity or Disaster Recovery situation assist the Facilities Manager in the administration and front of house services. - Regularly check first aid equipment stored in the emergency Grab Bags ensuring that items are in date and any expired items are reported to the Operational Lead. **Skills, Qualifications and Experience** Essential: - Educated to GCSE Level or equivalent Inc. English and Maths. - Experience of FM based Helpdesk systems. - Good knowledge of record keeping & filing systems. Desirable: - Experience in administration. - Experience in front of house duties. - IOSH working Safely Trained. - ECDL to intermediate level. - Experience of managing an electronic archiving and filing system. ?? WHAT MOTABILITY CAN OFFER YOU ?? A career with Motability can offer you so much more than earning potential. We pride ourselves in offering some fantastic benefits and a culture to match, some of which includes; ?? Holiday - 26 Days + 8 Bank Holidays, increasing to 28 days after 5 years’ service ?? Health and Wellbeing - We offer private health care with BUPA alongside an Employee Assistance Programme, eye tests, flu vaccinations, enhanced sick pay and discounted corporate gym membership. We take your physical AND Mental Health seriously, with ourdedicated mental health first aiders you will have support and understanding from your colleagues. ?? Family Friendly - We offer enhanced Parental Leave inclusive of Adoption Pay and we understand that families require flexibility, we provide time off for dependants, flexible working hours and the option to work from home. Life Assurance is 4 x your salary. ?? Diversity and Inclusion - We value everyone’s unique qualities and celebrate having a diverse and inclusive culture where everyone feels safe to be their authentic selves, no matter their age, ethnicity, religion, gender identity, sexual orientation,disability status, neurodiversity or otherwise. This is embedded in to our values and we celebrate our differences and create awareness throughout the year. ?? Celebrating Success - We love to recognise people that go above and beyond with our Spotlight Award as well as having team celebrations and social events throughout the year. ?? Our culture - In the Motability office we "dress for our day", it’s an incredibly welcoming and inclusive environment where we look to support your career, we offer a mini bus service from Harlow Town centre and station for those using public transportto reach us and there are plenty of free hot beverages for when you arrive. ?? Pension - Up to 15%, inclusive of a 10% non-contributory addition and Motability matching your contributions up to 5% - We are a disability confident employer, feel free to make us aware of any reasonable adjustments you might need._