Receptionist/administrator

1 week ago

London, United Kingdom ASCOT GROUP Full time

**Job Purpose**: To deliver a first-class front of house service in conjunction with the other receptionists, including providing comprehensive administration support. **Detailed Duties**: **RECEPTION** - Day to day running of the reception desk. - In conjunction with other receptionists to ensure that reception desk is to be manned between the hours of 08:00 and 18:00 - Meet and greet all visitors offering a highly professional service at all times. - Manage all incoming telephone calls. - Ensure all calls are transferred with minimum delay. - Pass accurate and timely messages to individuals. **MEETING ROOM MANAGEMENT** - On arrival at 1pm, the afternoon receptionist is required to check all meeting rooms are clear and tidy and are returned to a presentable state. They are also required to check the diary for any upcoming meetings that require refreshments and set-up the rooms accordingly. - Arrange refreshments and allocate rooms for ad-hoc visitors. - Arrange in-house lunches. - Manage diary for all meeting rooms and ensure visitors passes are pre-ordered via building management system as far as practicable. - To. notice guests leaving and/or meetings ending and ensure the relevant meeting room is cleared and tidied promptly. All items are to be tidied away and not left sitting in the kitchen. - Liaise with Jessica McGreary and the IT Service Desk to ensure all meetings for Jonathan Zaffino are correctly identified and executed. Maintain an open dialogue with the IT Service Desi< and notify them of all meetings requiring 'white glove' treatment. **ADMINISTRATION** - Assist with business travel when required. Training will be required. - Arrange external lunches if so required. - Collation and submission of petty cash on a monthly basis - Arrange couriers / taxis. - Monitor supplies of business cards, placing orders when necessary. Check invoices against orders for accuracy before passing them for authorisation **GENERAL OFFICE DUTIES** - Ensure that supplies of stationery and refreshments are maintained. - Ensure the reception kitchen and storage areas are kept tidy and all food/drink deliveries are put away in a timely manner. - Ensure the storeroom fridges are stocked with cold beverages. - Stock the reception kitchen with bottled water and carafes every evening. - Ensure that adequate supplies of tea and coffee etc. are available in the staff kitchens. Usually this is to be carried out on a Friday afternoon. - Collection from the post room and distribution of post received and ensuring outgoing post is taken at the end of the day - Arranging archival storage on an ad-hoc basis and retrieval of same when necessary - Booking of loading bay for deliveries where necessary. - Liaising with the cleaners to ensure all cleaning duties are carried out as per contracted. - Liaising with Marketing to ensure a stock of corporate gifts is maintained for guests. - Monitoring, ordering and distributing milk throughout the office kitchens. Maintaining a supply of sweets & tissues in the reception area. **OFFICE MANAGEMENT/ OTHER** - Manage issues arising with the office. - Assisting the Facilities Manager with any ad-hoc requests as may be required.

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