Days of Working: Monday to Friday - 8.30 to 5pm
Purpose of the Job:
The Admin and Reception coordinator provides a reliable, high quality and timely administration/facilities support function to the entire office, to both our external customers and staff alike.
The admin and reception coordinator is also responsible for greeting guests/ visitors alike, making hot beverages and storing of coats and case as required during normal working hours our outside of these hours for certain events.
Main Duties
A varied role, the Admin and Reception coordinator will be required to perform the following duties:
Day-to-day Administration of the Reception Desk:
- Answer the phones as per script in a professional manner within 20sec and direct to the relevant person or department,
- Meet and greet guests, offer to take coats, make coffees, store luggage etc,
- Monitor access control systems in line with Global Facilities protocols,
- Monitor and manage carparks and Ronspot booking system in line with Global Facilities protocols,
- Action general email queries from clients, members of the public and refer clients to the relevant departments for further information where required,
- Maintain the reception and waiting area to a standard which represents excellence.
- Liaising with the Facilities assistances and Catering staff with room setups and clearings,
- Cover staff Lunches,
General Administration Duties, and assisting with the Day-to-Day running of the office:
- Point of contact for all facility related matters,
- Manage staff taxi bookings and monitor associated invoicing,
- Monitor and ensure the cleanliness and tidiness of our waiting areas,
- Monitor carparking and Ronspot,
- Manage access control system, account for all access cards and Issues access cards as required and in line with Global Facilities protocols,
- Cover breaks for the ground floor reception staff,
- Greet guests on arrival, store coats and luggage, make teas and coffees,
- Monitor Balcony use,
- Fire warden – Training will be provided,
- First aider – Training will be provided,
- Other duties as required,
- Liaise with internal Departments regarding relevant matters: e.g. Security, Car Park, Maintenance, H&S
- To ensure a speedy resolution to any queries that arise,
- To assist with other work-related duties that may arise as part of the general working of the office,
Required Skills & Experience
- Fluent in spoken and written English,
- PSA Licence is an advantage
- Good interpersonal skills with the ability to communicate verbally and in writing to a variety of stakeholders,
- The ability to deal with confidential data,
- Good IT skills, knowledge of and the ability to quickly learn. MS Office packages will be required,
- A professional and enthusiastic attitude and friendly disposition,
- An ability to work on own initiative and to take ownership of the role,
- Previous experience in a similar role
- Education: Level 6/PLC Certificate or Diploma or equivalent,