We are seeking a highly organised and proactive Receptionist to serve as the face of our office. This role plays a pivotal part in ensuring the smooth day-to-day running of operations, delivering a professional front-of-house experience, and providing seamless administrative and facilities support across the business.
The successful candidate will be a confident communicator with exceptional attention to detail, capable of managing multiple priorities while maintaining a welcoming, efficient, and well-organised workplace environment.
Key Responsibilities
- Provides professional ‘front-of-house’ response to all telephone and in-person enquiries from visitors.
- Manages all correspondence including dealing with email and distributing incoming mail to the appropriate individuals ensures these have been followed-up.
- Maintains bookings of all meeting rooms and ensures these remain tidy and presentable at all times.
- Coordinates equipment requirements for meeting rooms as required/requested.
- Maintains and updates the annual office building parking log by coordinating with Arenco Tower management and employees, ensuring all parking requirements are met. Also ensuring visitors receive guest parking access.
- Prepares couriers as and when required for all office staff and tracking the packages as necessary.
- Coordinate business related travel bookings for staff by liaising with the travel agent including flights, hotel, visas and any other travel requirement if necessary.
- Track and maintain supply of all office stationery and pantry items and places orders with suppliers accordingly.
- Provides support to the heads of Department as and when needed, Directors and other office bearers when required.
- Is the point person for all office related maintenance or facilities issues.
- Keeps a record of employee birthdays/farewells/birth of new-borns and other major life events and assists HR/line managers with special orders.
- Provides assistance for board meetings/office events, ensuring catering/refreshments are available.
- Proactively organise employee engagement activities and events, in conjunction with the EA/HR.
- Manages contracts and price negotiations with office vendors, service providers and identifies opportunities to find financial efficiencies where possible.
- Support HR department with new joiners – sending introductory email to staff, booking hotel/flight if necessary, organising their desk space and coordinating with the photographer to get their staff picture taken.
- Conduct regular storeroom checks and coordinate with various teams to discard/shred old documents and ensure rooms are kept organised and neat.
- Ensure all office equipment such as chairs, TVs, pantry items are in working condition and arrange for repairs when needed or place order for new equipment.
- Coordinate with IT and HR on keeping up to date log in for office main door access codes.
- Ensures the office is clean, well-organised and provides a safe working environment for employees and clients/visitors. Ensure fulfilment of health and safety legislation and appropriate signage.
- Produce and edit documents using Power Point or word. Must have keen eye for graphics and be able to confidently think for self when creating an attractive document.
- Maintains petty cash for daily office requirements in accordance with Finance department and pays suppliers accordingly.
- Provide training to other admins who will cover the reception desk if and when on annual leave/sick leave etc.
- Take over certain responsibilities of office assistant when they are on leave.
- Undertake ad-hoc projects and tasks, as and when required.
Skills, Knowledge and Experience
- Fluent English language speaker – written and spoken. Native English speakers are preferred
- Minimum 3 years’ relevant office experience / general office administration
- Highly computer literate in all Microsoft office application (Word, PowerPoint, Outlook, Excel). Able to evaluate the IT needs of the office and communicate with Savills IT central team
- Strong communication and customer service skills
- Presentable and confident demeanour
- Experience of managing and maintaining database systems and record keeping systems
- Experience with bid / proposal / presentation production and editing advantageous
- Preferably experience of managing external contracts/ liaising with suppliers
- Sound experience of organising corporate events (e.g. sourcing and booking of venues)
