Vacancy overview

• Assisting the FM and HR team in the implementation of policies and procedures relating to Head Office management such as: Health & Safety, Emergency Response, and staff onboarding.

• Responsible for maintaining the Front Office/Reception procedural manual and ensuring it is clear and up to date at all times.

• Assisting HR with the implementation of the DSE (Workplace Ergonomics & Health and Safety Software) assessments together with our external provider and coordinating employee requests.

• Responsible for the management of the key cabinets contained in the post room and maintain a list of keys that have been signed out and when they have been returned.

• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately

• Ensuring every guest feels welcome and building a rapport with them.

• Acknowledge role as office “ambassador”. Understand that the Company’s image is reflected through proper telephone and reception procedures and quality service.

• Answering with the correct CLS greeting, screening and forwarding incoming calls or taking messages and informing of any missed calls or messages to all relevant people.

• Proven experience in a similar support role. Reception experience required.

• Professional attitude and appearance

• Excellent customer service skills along with good interpersonal skills capable of liaising with a wide range of colleagues, tenants, contractors.

• Self-motivated with an ability to manage multiple tasks and achieve targets / deadlines with a minimum of supervision.

• Pro-active in approach with a strong desire to resolve issues autonomously

• Attention to detail, accurate, proficient in English (oral and written).

• Working knowledge of Microsoft 365 (Sharepoint, Powerpoint, Teams, Word and Excel). Able to pick up new systems quickly.

• Familiar with IT systems used for video conferencing (mainly Teams)

• Managing all periodical works such as deep cleans and window cleaning.

• Manage the Permit to Work System as required.

• Assisting the Housekeeper with the provision of catering facilities and general office provisions for Board meetings, external and internal meetings, staff breakfasts/lunches and ad-hoc events.

• Arranging and managing all access requirements for new starters and any planned maintenance throughout the property.

• Managing the renewal of Head Office newspaper, milk and fruit and franking machine subscriptions

• Answering with the correct CLS greeting, screening and forwarding incoming calls or taking messages and informing of any missed calls or messages to all relevant people.

• Receiving and sorting daily incoming mail and deliveries, and managing outgoing mail (using the franking machine).

• Ordering couriers (for UK and overseas) and booking cars.

• Ensure office and reception areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures) including the post room.