Role:

To create a welcoming, professional first impression and assist all visitors and clients both in person and over the telephone.

Location: London

Reports to: Head Receptionist

Key Areas of Responsibility:

• Responsible for managing switchboard

• Responsible for overseeing front of house, ensuring meeting rooms and reception are immaculate at all times

• Meeting and greeting all visitors

• Coordinates meeting room bookings

• Liaising with Hospitality Assistant for catering requirements

• Liaising with the IT team for meeting room support

• Overseeing meeting rooms and client areas

• Liaison with main building reception

• Management of all equipment in reception area

Key Competencies:

Core Skills:

• Consistently positive even under pressure

• Self-starter with a hands-on approach

• Proactively takes on the challenge of unfamiliar tasks

• Actively participates in continual professional development

• Acts with discretion, integrity and professionalism at all times

• Is widely trusted and seen as direct and honest

• Positive outlook, seen as committed and enthusiastic

• Fully proficient level of competency of all mainstream software packages that are relevant to role

• Shows initiative and adopts a proactive approach

• Identifies issues and resolves promptly

• Manages and prioritises workload effectively and seeks help when necessary

• Successfully handles multiple tasks

Team:

• Seen as a cooperative team player willing to resolve issues

• Seen to go out of your way to help/support others and portray a can-do and helpful attitude

• Participates in admin team meetings/events

• Provides cover in the absence of team members

Communication:

• Communicates effectively with colleagues, clients and suppliers

• Demonstrates effective communication skills both written and verbal

Key Tasks

Standards and Workflow:

• Efficient and professional management of all incoming calls and ensuring they are connected to relevant person

• Takes and delivers clear message and ensures it is passed on to appropriate person

• Professionally meets and greets all visitors upon arrival providing refreshments

• Promptly informing relevant person that their visitor has arrived

• Ensures newspapers and magazines in reception area are appropriately displayed each day

• Efficiently receives and interacts with incoming visitors

• Efficiently manages and coordinates meeting rooms bookings

• Ensures all catering requirements for all meetings are coordinated

• Consistently ensures that meeting rooms are always presentable and all relevant equipment/materials/catering is provided

• Provides direction and support to Hospitality Assistant for the set-up and clearing of meetings rooms within the required timeframe

• Ensures all meeting rooms are ready for use at the required time and are the correct layout

• Ensures all meeting rooms are set up with the relevant equipment and are presented to the required standard

• Regularly communicates with reception for the main building and ensures adherence to all security requirements

• Ensures all TV screens are switched on and off at the start and end of each day

• Ensures that both reception area and meetings rooms are presentable at all times

• Ensure all food is ordered in advance to meet catering requirements for meetings and events

• Performs other ad hoc duties as and when required

• Observes H&S and security procedures