ROLE OVERVIEW //
We are recruiting a receptionist to work within the Reception Team, forming part of the wider Business Services function within the Client Facilities department and based at the firm’s Head Office in London.
Client Facilities are responsible for ensuring that the highest quality of service is provided, giving advice and support, and managing the client areas on both the first and ground floor.
The Reception Team are an integral part of the business. They provide an efficient and professional reception service to all clients (internal and external) and maintain and look after the meeting and training rooms. One of the main purposes of this job is to develop strong working and personal relationships built on confidence and confidentiality.
The team are looking for someone to provide an efficient and professional Reception service to all clients (internal and external) whilst ensuring the provision of an exceptionally high level of service.
KEY RESPONSIBILITIES //
The key responsibilities of this role are set out below and there may be others which are not listed. You may be required on occasion to work outside our normal working hours of 9:30am to 5:30pm.
- Provide a five-star Reception service for all internal and external clients.
- Go the extra mile to ensure the provision of a consistently high standard of support, where necessary, for all clients.
- To carry out all Reception duties as required including meeting and greeting clients for meetings, dining, seminars, training courses and any other events; liaising with meeting hosts in regards to any special requests they may have to their room and or client.
- Maintain an accurate Visitors on Premises list, ensuring visitors are checked in and out of the system in time and produce accurate list of pass numbers ensuring an efficient check in process.
- Carry out additional Reception duties to include management of meeting rooms, document on display rooms, looking after reception brochure display, arranging taxi bookings, organizing swears and affidavits.
- Carry out regular floor walks to ensure meeting rooms, reception areas, secretarial bays, telephone booths etc. are tidy and presentable as outline in the standards document.
- Update security appropriately and complete a comprehensive handover.
- Act as a Fire Warden and assist with any Health and Safety procedures.
- Ensure that the meeting rooms are looked after effectively and are maintained to the agreed Standards and Operating Procedures manual.
- e fully familiar with the room booking system and ensure you keep control of incoming emails outside of room bookings hours and when required during the day.
- Liaise with AV, catering and housekeeping teams ensuring all equipment and or catering are provided correctly and on time.
- Assist with the completion of the early and late shift checklist which should form part of the handover.
- Be responsible for ensuring all messages for clients and staff are forwarded in a timely and professional manner.
- Ensure at the end of the shift that all reports are processed correctly and efficiently and distributed to the relevant departments.
- Check all rooms for documents and equipment and lock rooms where necessary.
CANDIDATE PROFILE //
Candidates for this position must have:
- Candidates for this position will be expected to have worked, or be working, in a similar role within professional services environment or in a similarly challenging and demanding five star luxury environment
- Advanced knowledge of Microsoft Office Packages (in particular Word, Excel and PowerPoint). This role will demand extensive use of these packages and will also require excellent administrative skills and experience.
- A confident, proactive individual prepared to take a hands-on approach using their own initiative.
- Ability to communicate effectively (written, spoken and presentational), working well within a team.
- A willingness to provide feedback, share information and contribute ideas and suggestions as necessary.
- Excellent interpersonal and communication skills, written, spoken and presentational.
- Will need to wear a uniform and adhere to the Firm’s grooming guidelines.
- Excellent attention to detail and good use of grammar.
- Ability to build strong business relationships with internal and external clients and the resilience to deal with demanding individuals.
- Active listening skills and demonstrates professionalism in all dealings
- Flexibility with hours is necessary when the work of the Firm requires it.
- Comfortable accepting instructions and guidance from different angles.
- Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to tight deadlines.
- Experience of working in a diverse team whilst fostering an inclusive team culture.
- High level of professionalism and integrity; displays the highest standard of professional ethics.