Head Office Receptionist
2 days ago
City of London
We are seeking a professional, friendly, and highly organised Head Office Receptionist to be the first point of contact for visitors and staff. This role is pivotal in ensuring a welcoming and secure environment while supporting the smooth day-to-day operations of the site. Duties and Responsibilities: Front of House • Meet & Greet guests at Reception., • Manage the visitor booking system., • Liaise with the landlord building Reception team., • Manage the Reception and Office Services inbox., • Answer Reception telephones., • Keep Reception area clean and tidy., • Ensure all digital displays are working. Security and Site Access • Daily administration of the Access control system., • Manage the visitor access cards., • Review Starter/Leaver forms and action when necessary., • Print new cards when required., • Assist with quarterly access control ‘Profiles & Cards’ audits., • Liaise with the landlord Security team., • Maintain card printer., • Stock control and ordering security consumables. Meeting Room Management • Daily administration of Cloudbooking system., • First line support for any AV equipment issues., • Assist staff with meeting room bookings (Checking In, Queries), • Carry out regular hosuekeeping checks throughout the day., • Inspect meeting room furniture., • Help with meeting rooms set up changes., • Arrange moveable wall maintenance. Health & Safety • Assist with emergency evacuations and First Aid situations., • Administration of Onsolve (Emergency evacuation communication tool)., • Carry out weekly H&S checks (on rotation with other team members)., • Carry out checks on defibrillators, ensuring battery and pads are in date., • Assist with the collating of documentation for ISO audits., • Order First Aid consumables. Post and Courier Services • Order couriers on request., • Manage outgoing post., • Sort and distribute incoming mail., • Ensure all important corresponsdence is passed on to the relevant teams., • Maintain delivery storeroom, ensuring that items are not kept too long., • Reconcile monthly courier statements. Office Support • First line support for all FM related staff queries., • Log and close tickets on department CAFM system., • Order lunches on request., • Consumable ordering (Stationery, Drinks supplies)., • Order staff business cards., • Support the running of the office lease equipment (Coffee Machines/Printers)., • Assist with reactive maintenance, liaise with support company, react to alarms, leaks, etc., • Assist with housekeeping and cleaning checks. Administration • Help reconcile monthly departmental credit card bank statements., • Order stationery and catering consumables., • Collate monthly site attendance data., • Collate monthly meeting and desk booking data., • Raise PR’s and PO’s on SAP., • Goods Receipt invoices., • Maintain departmental budget tracker., • Assist the Facilities Manager with collating budget data. General Support • Provide cover and support to Facilities Manager and Facilities Assistants., • Ad Hoc support to FM functions at UK offices and locations., • Provide back-up support for company leased vehicle administration. Undertake any reasonable duties and tasks as required by the Facilities Manager and the Head of Real Estate & Facilities for North Europe Job Skills, Experience and Qualifications: Key Skills & Experience Essential Requirements • At least 2 years Reception experience in a corporate environment., • Experience working with access control systems., • Intermediate IT Skills (Outlook, Excel, Word, Power Point)., • Fire Warden responsibilities (Training provided)., • First Aider responsibilities (Training provided)., • Experience working with SAP., • Experience working with CAFM (Computer Aided Facilities Management) software., • Intermediate IT Skills (Outlook, Excel, Word, Power Point)., • Creating high level reports using Excel and Power Point., • Good written and verbal communication skills., • Proactive in anticipating office requirements., • Ability to prioritise workload., • Strong team player., • Ability to interact effectively with all levels of personnel, both within and outside of the company. Desirable • Experience of office move and relocation work., • Experience of Security processes and protocols.