The primary focus of the receptionist role is to act as the first point of contact for visitors and to effectively manage the flow of incoming calls to the office.
This is a corporate receptionist role and the individual will provide a professional, accurate and timely service and effectively manage the smooth operation of our front of house and client suite. The position also performs a variety of administrative tasks to support the office requirements. This role will work alongside a junior receptionist, the successful candidate will be expected to provide guidance to the junior receptionist to maintain the smooth running of reception. Both receptionists work as a team and cover each other during any absences.
Responsibilities
- Acts as first point of contact for all visitors. Greeting visitors and promptly notifies internal parties of arrival
- Answer incoming calls and directs them appropriately acting as gatekeeper and responding to high levels of telephone calls in a professional manner, ensuring that the “nuisance” callers are filtered out and business callers are dealt with swiftly
- Ensure meeting rooms are readily presentable for meetings throughout the day
- Ensure all visitors check in at reception immediately upon arrival to maintain security
- Coordinate meeting room reservations and proactively monitors room schedule to avoid conflicts and resolves minor issues relating thereto
- Order catering for business meetings when required
- Accurately and thoroughly maintain visitor/delivery logs and outgoing package logs
- Maintain a high degree of professionalism and confidentiality
- Coordination with secretaries and members of the office for both internal and external meetings on behalf of GT, including booking all required facilities / lunch / equipment
- Dealing with invoices and cross-checking statements / reconciliation with company credit cards
- Using initiative to route emails to the appropriate individuals for swift response and actions, ensuring that these are followed up in a timely and efficient manner
- Bring urgent matters to the attention of the Facilities Manager where appropriate
- Proactive follow-up to ensure that all actions are completed on time and responses/updates are provided to the Facilities Manager
- Building strong relationships with and developing and maintaining a comprehensive knowledge of requirements for the Shard Building Team & actively utilising The Shard portal (MVC), including booking of visitors.
- Keeping a high level of confidentiality with regard to the production of documents, the content of correspondence and the content of oral communications. This requires a high degree of organisational skills to ensure that written material is securely maintained and a degree of detachment to ensure that confidential issues are not disclosed
- Assisting with office and desk booking for overseas GT employees
- Provide a comprehensive log of any overseas GT visitors. The log should be kept up to date and readily available for audit purpose
- Start to end responsibility of all duties whilst ensuring relevant teams are kept abreast of the situation
- Coordination and set up of office wide internal employee social/drinks
- Fire Warden (training provided)
Qualifications
- Relevant receptionist experience
- Experience of working within a team
- Excellent communication skills, both written and oral
- Ability to demonstrate a flexible and hands-on attitude, responding effectively to rapidly changing circumstances.
- Excellent team player and strong interpersonal skills.
- Excellent IT skills (Word, Excel, and Outlook).
- Excellent attention to detail and the ability to work well under pressure.
- Demonstrate the ability to manage simultaneous workstreams to tight deadlines.
- Must be able to work autonomously.
- Excellent prioritisation and time management skills
- Flexibility and adaptability in a fast-paced work environment
- Ability to lift heavy objects and do other labour-intensive tasks
- Well presented and confident in a client facing role