Receptionist and Office Administrator London, England
Job description
We are one of the world’s largest and fastest growing B2B accommodation suppliers to the travel industry. We are now looking for an experienced Receptionist and Office Administrator who thrives in a busy role and wants to deliver five star service to visitors and staff. Ideal Candidate must be able to start immediately as expected star date is at the end of June or beginning of July.
This role is based 5 days onsite and working hours can be flexible. This role can accommodate full time or part time hours.
Key responsibilities
· Ensure all office space is maintained in a tidy and professional manner at all times (including meeting rooms before and after meetings)
· Meet and greet visitors in a friendly and professional manner, ensure they sign in and provide them with refreshments where needed
· Screen all phone calls made to the office, coordinate phone calls to the relevant staff member and take additional messages and deliver to the relevant person
· Manage and sign for all deliveries to the office and ensure that these are collected by the relevant person
· Manage all incoming and outgoing mail and arrange couriers
· Issue access fobs
· Produce weekly attendance report
· Organise refreshments and catering for meetings as instructed
· Manage meeting room bookings as and when required
· Provide general administrative duties as and when required
Main Office Administrator duties include:
· Ensure office is clean, tidy, safe and in good working order at all times. Keep on top of all issues regarding the office and follow up in order to ensure issues are resolved as soon as possible
· Communicate all relevant information to staff members
· Complete daily cleaning check and liaise with cleaning staff/manager to ensure cleaning standards are met/maintained
· Ensure correct cleaning consumable are received and review quarterly
· Ensure all additional cleaning services are carried out as scheduled and to a satisfactory standard
· Buy milk for office ensuring stocks are kept at acceptable levels
· Manage the ordering of all office supplies including consumables and stationary ensuring they are purchased at competitive prices and stocks are kept at acceptable levels
· Review and update the company Health and Safety policies in conjunction with HR
· Ensure all Health and Safety policies and procedures are adhered to
· Ensure we are fully compliant with all Fire and Health & Safety regulations and carry out risk assessments
· Appoint and arrange fire warden and first aider training
· Liaise with company handyman
· Submit all facilities expenses on a monthly basis by the deadline of the 25th of every month
· Checking and first approval of all facilities invoices
· Maintain facilities contract spreadsheets and other facilities data
· Maintain facilities folders and ensure reports are kept up-to-date
· Manage and schedule all routine maintenances as per service agreements
· Carry out contract/price comparisons as requested
· Ensure all post/parcels are sent with the most cost effective service i.e. Post Office or courier
· Ensure Receptionist and Office Administrator handbook is kept up-to-date at all times
· Complete annual Energy Savings Opportunity Scheme (ESOS) audit in coordination with Finance
Job Types: Full-time, Part-time, Permanent
Salary: £23,000.00-£26,000.00 per year
Supplemental pay types:
- Bonus scheme
Work Location: In person
Application deadline: 18/06/2023
Expected start date: 03/07/2023
