Role:
To create a welcoming, professional first impression and assist all visitors and clients both in person and over the telephone.
Location: London
Reports to: Head Receptionist
Key Areas of Responsibility:
- Responsible for managing switchboard
- Responsible for overseeing front of house, ensuring meeting rooms and reception are immaculate at all times
- Meeting and greeting all visitors
- Coordinates meeting room bookings
- Liaising with Hospitality Assistant for catering requirements
- Liaising with the IT team for meeting room support
- Overseeing meeting rooms and client areas
- Liaison with main building reception
- Management of all equipment in reception area
Key Competencies:
Core Skills:
- Consistently positive even under pressure
- Self-starter with a hands-on approach
- Proactively takes on the challenge of unfamiliar tasks
- Actively participates in continual professional development
- Acts with discretion, integrity and professionalism at all times
- Is widely trusted and seen as direct and honest
- Positive outlook, seen as committed and enthusiastic
- Fully proficient level of competency of all mainstream software packages that are relevant to role
- Shows initiative and adopts a proactive approach
- Identifies issues and resolves promptly
- Manages and prioritises workload effectively and seeks help when necessary
- Successfully handles multiple tasks
Team:
- Seen as a cooperative team player willing to resolve issues
- Seen to go out of your way to help/support others and portray a can-do and helpful attitude
- Participates in admin team meetings/events
- Provides cover in the absence of team members
Communication:
- Communicates effectively with colleagues, clients and suppliers
- Demonstrates effective communication skills both written and verbal
Key Tasks
Standards and Workflow:
- Efficient and professional management of all incoming calls and ensuring they are connected to relevant person
- Takes and delivers clear message and ensures it is passed on to appropriate person
- Professionally meets and greets all visitors upon arrival providing refreshments
- Promptly informing relevant person that their visitor has arrived
- Ensures newspapers and magazines in reception area are appropriately displayed each day
- Efficiently receives and interacts with incoming visitors
- Efficiently manages and coordinates meeting rooms bookings
- Ensures all catering requirements for all meetings are coordinated
- Consistently ensures that meeting rooms are always presentable and all relevant equipment/materials/catering is provided
- Provides direction and support to Hospitality Assistant for the set-up and clearing of meetings rooms within the required timeframe
- Ensures all meeting rooms are ready for use at the required time and are the correct layout
- Ensures all meeting rooms are set up with the relevant equipment and are presented to the required standard
- Regularly communicates with reception for the main building and ensures adherence to all security requirements
- Ensures all TV screens are switched on and off at the start and end of each day
- Ensures that both reception area and meetings rooms are presentable at all times
- Ensure all food is ordered in advance to meet catering requirements for meetings and events
- Performs other ad hoc duties as and when required
- Observes H&S and security procedures