To provide secretarial, clerical and administrative support in order to ensure the effective and efficient running of the Front Desk at Head Office. The receptionist needs to know how to greet, welcome and direct visitors appropriately. They also need to be aware of the daily activities within the organisation, from knowing which meetings will be taking place to co-ordinating deliveries and helping the wider business and satellite office with ad hoc tasks.
The receptionist team take instruction from the Office Manager as well as support the Directors & wider Senior Management team with various tasks. The successful candidate will have to be a hardworking and a customer focused person who thrives in challenging situations and works well under pressure. Excellent interpersonal, communication and organisational skills are required.
Hours: Monday to Friday – 8:30am to 5:30pm
Location: North Acton
Salary: £25,000-£30,000 DOE
Requirements:
- Welcoming visitors to head office, ensuring the correct use of visitor’s book and providing a safety brief where required.
- Managing the booking system for head office meeting rooms. As well as oversee the setup of these meeting rooms for external visitors.
- Maintaining a safe and tidy reception area by complying with company procedures, rules and regulations.
- Servicing and directing inbound calls made to our main head office helpline as well as supporting with overflow calls originating from across the business.
- Managing several of our company’s generic client mailboxes by responding to general enquiries or distributing emails to the relevant department.
- Managing the company’s postal requirements whether this be:
o distributing incoming post across multiple departments.
o supporting our sales & lettings teams with mailing campaigns.
o Franking outgoing mail, processing recorded & special deliveries as well as booking couriers as and when needed.
- Handling monthly stationary orders for all offices across the network.
- Ordering office & cleaning supplies as well furniture and other essentials items for all offices.
- Keeping company records up to date such as staff contact lists & the departments Standard Operating Procedure manual etc.
- Supporting the HR team with administrative tasks relating to our employee onboarding, leavers, and department/location transfer processes across the business.
- Organizing, booking & managing several companywide training programs whether that be the industry recognised qualification NFOP or our annual GDPR & AML programs.
- Support with the management of company travel
o Booking of flights or train tickets where required
o Management and reporting of company oyster cards
o Management and monthly reporting of the company Bolt & Uber account.
o Manage the daily parking booking requests at head office and other locations.
- Supporting the Office Manager with the organisation of team events such as small team building activities, companywide events and client facing initiatives.
- Providing support to the operation team, office manager & wider business with ad hoc projects & administrative tasks where required.
Skills/Qualities Required
- Ability to communicate effectively at all levels via telephone, email and in person.
- Ability to work under pressure.
- Ability to delegate tasks
- Ability to work well in a small team.
- Ability to manage and complete projects.
- Multi-tasking.
- Exceptional organisational skills.
- Commitment to provide the highest level of customer service.
- Knowledge of property the property industry is desired but not essential. We offer all employees the ability to complete NFoPP level 3 which is an industry wider recognised qualifications (must be undertaken within first 6 months of employment).