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Description

The Role & Key Responsibilities:

• To provide Reception duties and offer administrative/clerical assistance to the Teams.
• To develop and maintain an effective working relationship with Clients, your team and office colleagues.
• To foster the spirit of teamwork and client service excellence and to co-operate with colleagues to promote an open and supportive environment.
• To carry out your duties in a diligent and professional manner, to be flexible around the business to achieve the best service and cover for out reception.
• The duties are varied and will include, but not be limited to those outlined below;

Reception

• Open main door
• Maintain office switchboard and deal with incoming calls
• Meet and greet visitors/clients
• Prepare refreshments for clients
• Maintain visitor log
• Open and sort out the post to give to the relevant teams
• Ensure that invoices are coded and sent to Guernsey Invoices
• Receive, check and sign off on office deliveries and store away
• Deal with Petty cash and Cheques
• Receive and log Courier post and distribute/dispatch courier post
• Prepare and clear boardrooms for meetings
• Arrange in-house lunches
• Arrange Taxi’s and hotel bookings for clients
• Maintain the taxi log
• Maintain boardroom calendar appointments
• Monitor and maintain milk deliveries
• Order office supplies for staff kitchen
• Help organize end of month drinks
• Maintain reception to comply with Apex clear desk policy
• Keep the main kitchen tidy
• Help organize office charity events
• Send on Notaries to Notarial by email delivery and collection may be required on occasion
• General duties to include premises liaison with D2
• Liaise with Concierge when required
• Issue and control office entry swipe cards and garage entry cards
• Responsibility as a company fire officer
• Take responsibility for the office clear desk policy as a whole
• Willing to attend training as First Aider/Fire Marshal/Health and Safety officer if needed

Administration/Clerical

• Assist teams with filing statements to Laserfiche
• Scanning documents

Skills Required:

• Process all work in a professional manner
• Be smart, presentable and project a professional image
• Ability to work under pressure
• Ability to work on own initiative
• Confident and well-spoken telephone manner
• Continual expansions of knowledge on the Companies procedures and business for personal development
• IT skills to include Word, Excel and Outlook