A leading boutique investment firm with stunning offices in the West End is looking for a front:of:house receptionist and events coordinator.
The role will begin on an ongoing temporary basis with the view to going permanent after 3 months.
Rate: GBP 15.50 per hour plus holiday pay for a 37.5 hour week during the period of temping, becoming GBP 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 and 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 and 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 and securing the office floors. Opening up in the morning and prepping for early morning meetings.
Book staff taxis as required and advising on appropriate service
Arranging courier collection/delivery, advising staff on best service options and 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 and 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 and 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 and 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 and drinks parties. Staying on late or coming in early as required
Office supplies:
Assisting the team to maintain supplies of offic