We are seeking a professional, friendly and highly organised individual to join our Office Management Team as a Receptionist (with some Team Assistant duties). This role involves prioritising front desk operations, including welcoming and responding to the needs of callers and visitors whilst maintaining a warm, friendly and professional image at all time. The ideal candidate will have excellent communication skills, a positive attitude and the ability to multitask effectively.

JOB DESCRIPTION

Key Role Responsibilities

Receptionist Duties

• Prioritise managing the reception desk to ensure a welcoming and professional environment for visitors and staff.  Greet and welcome visitors in a warm manner and addresses visitor needs; such as providing refreshments, directing to appropriate meeting rooms/offices, answering enquires about office facilities, transportation or other business arrangements.
• Ensure all visitors are logged on to the Buildings Management’s visitor system, MyTag and issue visitor badges if necessary.
• Manage and coordinate the meeting room booking system in a proactive and effective manner, ensuring maximum utilisation whilst balancing practicalities, needs and special requests of room users. 
• Issue calendar invitations, organise and coordinate refreshments and catering with the Office Housekeeping Staff and supervise the setting/clearing up of meeting rooms in liaison with the Housekeepers.
• Ensure that the reception area, meeting rooms and other common office areas are clean and free of litter and straighten up furniture and accessories to maintain an attractive, clean and appealing presentation in line with the professional appearance of the Company.
• Arrange taxis for team members/visitors as required.
• Handle incoming and outgoing mail including postage and shipping supplies, work with the Mailroom to ensure timely collection and distribution of incoming mail.
• Set up new suppliers and processes invoices and purchase orders in line with the accounting system.
• Maintain the office supplies inventory and order new supplies as needed, this includes stationery, coffee/tea supplies, breakfast and fruit orders (non-exhaustive list).
• Assist with new staff induction processes.
• Support and assist the Office Manager with the planning and execution of company events, meeting and conferences.
• Receive and respond to incoming enquires (email, telephone, in person) in a professional and timely manner; including taking and delivering complete messages, directing enquirers to the appropriate contact and following up as needed.
• Accurately maintain spreadsheets, databases and records of information to support the smooth running of office management activities; retaining documents in line with document retention policies and provides reports to the Office Manager where required.
• Participate in the wider business support community by sharing best practice and provides cover for colleagues during periods of absence.
• Perform other ad-hoc administrative tasks as assigned by the Office Manager or other senior member of the Corporate team.
• Provide lunch, sickness and holiday cover for the Office Manager and Corporate Team Assistant, undertaking varied tasks as required.

Team Assistant Duties

• Provide administrative support to the Executive Assistant’s and team members, including preparing documents, printing and binding.
• Coordinate travel arrangements, including booking flights, accommodations, and transportation.
• Prepare expense reports in compliance with the Travel & Expenses policy or other Finance processes.
• Assist with investor visits including booking rooms, preparing agendas and materials, arranging catering and organising site tours.
• Assist the EA’s with the day-to-day management of Greystar UK’s charity partnership.
• Help to maintain up-to-date templates for the business, including function-specific documents for legal/finance etc. .
• Provide additional ad-hoc administration support as required.

Role Scope

• This role reports to the Office Manager and works alongside the Corporate Team Assistant and Office Housekeeping Staff
• The post holder may be required to train as a Fire Warden and/or First Aider and take on those responsibilities as required
• Full-time position in the office, Monday to Friday, 8.30am to 5.00pm, with an hour for lunch.
• Interaction with various departments and external visitors.

Key Relationships

• This role is a first point of contact for all internal team members and external visitors to the Company; interacting daily with internal teams (all levels of team members and contractors) and external stakeholders (visitors, investors, vendors, prospective candidates, couriers)

Knowledge & Qualifications

• Rounded general education
• IT literate and proficient with in PowerPoint, Word, Outlook and Excel (Intermediate level)
• An understanding of building/office environment Health & Safety practices

Experience & Skills

Essential

• Proven experience in a reception/front of house/administrative role in a high profile organisation with exceptional standards of customer service
• Excellent written and verbal communication skills
• First class customer service orientation and personal presentation
• Strong interpersonal skills necessary to interact with people at all levels in a highly professional and hospitable manner
• Excellent organisational skills, including the ability to prioritise and demonstrate good judgment under pressure
• Professional demeanour and appearance
• Ability to work independently and as part of a team
• Strong attention to detail
• Discretion and the ability to handle sensitive/confidential information
• Demonstrated ability to be flexible and adaptable to changing priorities
• Enthusiasm to deliver an exceptional experience to stakeholders and continuously improve knowledge of self and others

Desirable

• Fire Warden or First Aid experience.