Receptionist

JOB DETAILS

The Receptionist in the Office Services department is responsible for providing administrative support to the business team and ensuring efficient day-to-day office operations. This role involves maintaining office services, security, managing office applications, communication, and providing exceptional client service.

KEY RESPONSIBILITIES

Front Desk Management:

• Greet clients and visitors with a warm and professional demeanor.

• Manage and maintain a tidy and organized reception area to create a positive first impression.

• Handle incoming calls, messages, and inquiries promptly and professionally.
• Receive, sort, and distribute mail and deliveries.

Client Service:

• Ensure exceptional client service by addressing inquiries, providing information, and assisting with appointments or meetings.

• Act as a liaison between clients and relevant staff members, ensuring smooth communication and addressing client concerns.

Administrative Support:

• Assist with administrative tasks, including scheduling appointments, managing calendars, and organizing meetings.

• Prepare and distribute internal and external communications, ensuring accuracy and professionalism in all written and spoken interactions.

Problem Solving and Creativity:

• Display proactive thinking and creative problem-solving skills to efficiently handle unexpected situations and find innovative solutions.

Support, Communication & Troubleshooting:

• Creating and circulating department communications and announcements.

• Corporate AMEX card administration.

• Manage car parking card distribution and parking policy briefings.

• Liaise with the Facilities team for maintenance issues.

• Implement Health, Safety, and Environment (HSE) processes and policies.

• Assist with basic ZOOM troubleshooting and audio-visual conference room setup.

• Invoice processing raising requisitions/PO with vendor management.
• Coordinate BCD travel services for hotel, flight, and car bookings when needed.

• Manage the Office Services onboarding/offboarding process.

• Handle office directory management and distribution.

• Monitor and control access to the office premises, ensuring the safety and security of the workplace.
• Follow established security procedures, including signing in and out of visitors and issuing visitor badges.
• Manage meeting room bookings as well as room configurations for in-office meetings/training/events facilities set-up, catering, and IT coordination if A/V, if required.

• Working closely with the IT department to ensure IT requirements are met throughout the office and acting as first point of contact for any troubleshooting that may arise.

• Office & building security access management.
• Office occupancy tracking & reporting.
• Maintain facilities tracker.
• Co-ordinate with the horticulture vendor to maintain the plants in the office.

• Managing order and delivery of pantry items. Capable of dealing with people at all levels in a multicultural environment, aligning clear expectations of requests and committed to executing deliverables to the highest standards.

KEY REQUIREMENT

• Minimum 3 years experience in a corporate Reception or Office Services position.

• Experience in Financial Services, Management Consultancy and/or a Professional Services environment is a plus.

• Strong Word, PowerPoint, Excel, and Outlook skills.

• Video conferencing knowledge a plus.

• Knowledge of smart office solutions is a plus.

• Oracle knowledge is advantageous