Receptionist London, England
Job description
Job Title: Receptionist
Reporting to: Reception Manager
Hours: 10.00am – 6.00pm Mon-Fri
Contract: Permanent
Duties will include (but are not limited to):
- Answering and placing all incoming calls to an announcement level specified by the partners and within an agreed timescale
- Making daily changes to the telephone numbers allocated to “hot desks”
- Maintaining the London internal telephone list
- Maintaining a daily list of all partners and staff out of the office
- Receiving visitors, making them welcome and comfortable, offering refreshments, informing hosts of their arrival and giving reminders to hosts as necessary
- Accepting and managing bookings for all meeting rooms, maintaining the electronic and paper booking system and liaising with post room over setting up rooms for furniture and refreshments
- Assisting with e-filing on a daily basis i.e scanning documents and electronically filing during less busy periods as instructed by the Reception Manager
- Liaising with the cook over lunch bookings
- Arranging for the ordering of sandwiches as requested for meetings. Co-ordinating the room layout and provision of all necessary crockery and cutlery etc
- Maintaining the appearance of the reception area at all times to agreed standards
- Maintaining the appearance of the meeting rooms, especially after meetings and ensuring crockery and cutlery is washed and made ready for future use. This will also include the re-configuration of the rooms so moving light furniture such as tables, chairs and partitions
- Arranging for couriers as requested by partners and staff, keeping a log of all orders placed and “chasing” the courier company if collection is not made as requested
- Accepting deliveries from couriers and liaising with post room over distribution – a log to be kept of all deliveries
- Monitoring all incoming and outgoing faxes, annotating them with distribution lists.
- Security arrangements for the premises e.g maintaining a log of all late working staff
- Monitoring refreshment supplies and liaising with the Reception Manager over ordering of stock
- Using the internet to check the daily papers (Times, Telegraph and Daily Mail) for articles relating to DW clients. The results to be brought to the notice of the relevant partner/marketing manager
- Checking all invoices relating to courier and catering services for accuracy and where applicable annotating them with client codes
- Providing assistance with the post as and when required i.e sorting and distributing post
Person Specification
The successful candidate will have the ability to:
- Deal with calls in an efficient, accurate and timely manner using the equipment provided by the firm
- Provide a professional, efficient and friendly “front of house” reception service
- Provide high levels of in house customer service that include politeness, responsiveness and problem solving
- Demonstrate flexibility – a willingness to work outside normal hours (on an exceptional basis) and to perform duties as required by the business
- Act as a full member of the Office Services team. This will involve offering support to other members of the team to achieve the standards required and assisting in areas, which at times, may be outside of their specified duties but which relate to Office Services as a whole
- Demonstrate a basic knowledge of data input techniques
- Deal with change in a positive manner, in particular, updated to equipment and procedures
- Be of a professional and neat appearance during working hours
The package
Salary package: A competitive salary. Overtime will be paid or time-off in lieu offered, when agreed in advance.
Holidays: 23 days per year. The holiday year runs from 1 April to 31 March. The Reception Manager will co-ordinate holiday dates on a ‘first come first served’ basis with the exception of Christmas and New Year periods when cover will be provided on a rota basis.
Health Insurance/LA: You will be eligible for free private health insurance and life assurance after 6 months’ service.
Clothing allowance: Reception staff are entitled to an annual clothing allowance of £300 to purchase smart business attire.
Job Types: Full-time, Permanent
Salary: £30,000.00-£35,000.00 per year
Benefits:
- Company pension
Schedule:
- Monday to Friday
- No weekends
Experience:
- Receptionist: 4 years (preferred)
Work Location: In person
Reference ID: KMRECEPTION
