The role will begin on an ongoing temporary basis with the view to going permanent after 3 months.
Rate: £15.50 per hour plus holiday pay for a 37.5 hour week during the period of temping, becoming £30,000 per annum when the role goes permanent.
Hours: Rotational shift pattern (normally 07.45-16.45 or 09.00-17.30 shift)
MAIN PURPOSE OF JOB:
Project a professional and friendly image. Facilitate the smooth running of the London meeting rooms and their events and maintain a high standard of service to both staff and clients. The job will involve working alongside 3 other front of house administrators with whom you will be sharing the following duties and responsibilities.
MAIN DUTIES AND RESPONSIBILITIES:
Front of House:
Welcome all visitors in a friendly, professional manner, directing them to allocated meeting rooms and catering for any additional guest requirements
Manage the physical and virtual meeting room space. Schedule appointments and maintain meeting room schedule via Office Tracker software, ensuring appropriate rooms and dial in details are booked, set up beforehand and staff are informed promptly of guest arrival. Keep the reception desk and public areas clean and tidy throughout the day.
Set up and management of all audiovisual requirements for meetings, testing equipment on a weekly basis and trouble-shooting solutions to any issues that arise, escalating issues to our Technology team and working with them and our AV contractors to resolve
Work alongside waiting staff team, keeping them informed of the running of the day, advising of any changes & training any new waiting staff on shift. Booking waiting staff for regular daily shifts and additional staff as required for busy/event days.
Work as a team to ensure all emails & enquiries to the Reception London inbox are replied to, responding to all room bookings within an hour and dealing with urgent requests promptly.
Answer all incoming calls promptly and in a professional manner, taking accurate messages, transferring and screening calls as appropriate and liaising with Edinburgh reception to ensure phone cover is provided at all times
Booking car park spaces and assisting with security passes and door passes. This is done alongside the building security team
Locking down the office in the evening & securing the office floors. Opening up in the morning and prepping for early morning meetings.
Book staff taxis as required & advising on appropriate service
Arranging courier collection/delivery, advising staff on best service options & following up any missing/late couriers, checking all deliveries and informing staff of their arrival
Sort and distribute all incoming post, ensuring time sensitive post is delivered on time; confirming daily internal mail from Edinburgh is received. Collect all outgoing post, frank accurately & issue for collection by Royal Mail at 5pm
Provide additional support and ad hoc clerical duties to the PAs as required. Supporting the Office Manager by reporting any maintenance issues & arranging contractors when requested.
Undertake any tasks within the jobholder’s skills and abilities as may be requested from time to time
Assist with fire evacuations, provide first aid and complete staff Health & Safety inductions as required (when appropriately trained)
Liaising and assisting with office contractors to ensure delivery of service, mainly confidential waste contractors, cleaners, pest control, hygiene waste companies
Events:
Helping to arrange all office events including liaising with event hosts, the chef and waiting staff to ensure the smooth set up and running of all lunches, dinners & drinks parties. Staying on late or coming in early as required
Office supplies:
Assisting the team to maintain supplies of office stationery, paper, soaps & shower gels and ground floor meeting room supplies. Assist with the weekly staff shopping order and keeping accurate records of purchases and orders made. Completing monthly visa statements and petty cash reconciliations for Finance
Arranging sandwich lunches & catering for meetings
Ordering office sundries & additional items as requested by Office Manager or staff
Weekly wine stock check & ordering any additional bottles for events
PERSONAL REQUIREMENTS:
Efficient.
Good communication skills.
Ability to work accurately, neatly and without supervision – attention to detail is key.
Good organisational and multitasking skills.
Ability to handle confidential information
Ability to adapt to the needs of the business and changes to the role
Willingness to work as part of a team
Good presentation and a pleasant manner
Salary description
£15.50 - £15.50 per hour