Team Overview: The Reception team is the welcoming face and backbone of Alternative Heat’s people operations which handles daily front-of-house duties, including visitor management, communications, and administrative support. The Reception Team create an organised, efficient environment that supports both our employees and clients from the moment they walk through the door. Role Overview: To Support a busy reception area and be the first point of contact in the organisation (face to face or via telephone), focusing on providing an exceptional service. This is an additional role to support the growth of the business. Job Title | Receptionist (with administrative duties) Location | Head Office, Banbridge, Co. Down, BT32 3QD Hours | Monday - Friday 8am - 5pm Salary | Competitive Depending on Experience Responsible to | Travel Co-Ordinator What You'll be Doing · Meet and greet visitors entering the business and ensure the correct screening, sign in/sign out procedures/documentation are completed. · To answer the telephone in an efficient and professional Manner, screen and direct calls, take and relay messages and provide information to callers. · Ensure the reception area is always neat and tidy. · To ensure meeting rooms are set up and cleared before and after meetings as and when required. · Receive and sort out all incoming post/deliveries and distribute them to the relevant departments. To frank all outgoing post and deliver to the post office. · To maintain and place stationery/orders relevant to both reception and head office, double checking the orders when they arrive that it is correct and place the items in the stationary cupboard. · To maintain and order supplies for tea stations, coffee machines, canteen, place orders for milk and cleaning supplies. · To manage the conference/meeting room booking system, organising and accepting meeting requests, scheduling appointments and arranging and collecting food and refreshments for meetings as and when required. · Ensure reception TV is switched on · Manage, order and distribute fruit deliveries · To assist the Travel Co-Ordinator (in their absence be responsible for) booking all travel associated with the company to include but not limited to booking flights, car parks, trains, hotel and car-hire. · To record, update budget spreadsheet and electronically file all confirmations/details associated with each aspect of travel for the company i.e. individual, job, cost etc. · Update the company credit cards and chase any outstanding receipts/confirmations and save them in the correct format. · Creating and sharing email announcements to celebrate employee milestones and special occasions to engage employees in the celebration and arranging, collecting and delivering any associated gifts · To check and approve payments on 4P systems and allocate to the correct jobs codes. · To support other departments with general administrative duties on as and when required basis. Any other duties deemed necessary by management. What You Need to Have What You Would Ideally Have: