OFFICE ADMINISTRATOR/ RECEPTIONIST
Part time 4 hrs per day Mon-Fri 20hrs per week
To be on site to cover lunches
Location: Farringdon
POSITION OVERVIEW:
The job holder will be responsible for managing a busy Reception desk and providing administrative support to the office. This will involve answering and transferring telephone calls, taking messages, managing incoming and outgoing post and couriers, as well as providing general administration support as directed by the line manager. The role will also include greeting guests and booking and maintaining meeting rooms.
Reception:
Manage a busy switchboard, ensuring all incoming calls are answered promptly, politely and directed accurately.
Meet and greet clients professionally, offering refreshments as required.
Ensure all external and internal meeting room diaries are maintained and that video and
WebEx requirements are set up as needed.
Organise refreshments and order lunches as necessary.
Ensure meeting rooms are tidied promptly after each meeting (including the clearing of refreshments).
Meet and Greet area is maintained and meeting rooms are stocked with required stationery.
Ensure appropriate members of staff are promptly informed of post and deliveries.
Ensure outgoing mail is delivered to the postroom on day of receipt.
Book couriers via internal request system in a timely, accurate and cost-effective manner.
Ensure back-up documentation/approval is filed appropriately
As required, book travel and accommodation at the best price, either through travel agent or directly. Ensure back-up documentation/approval is filed appropriately.
Ensure all admin invoices are input accurately and promptly into internal accounting system for approval. Ensure prior approval is obtained as required.
Ensure the prompt posting of client statements and invoices.
Ensure stationery room and cupboards are clean and tidy at all times.
Resolve immediate spillages.
Take responsibility for fulfilling the role of Fire Warden.
Media Handling:
For incoming media, create and register chain of custody and notify the relevant department.
For outgoing media, ensure item is packaged, Media Manager is updated and prompt courier pick up is organised.
Ensure DST media is received and prepared for onward prompt delivery to Epsom site.
Ad-hoc Duties
Cover for Junior Office Manager during periods of absence to include but not limited to PA support for the Managing Director, processing of company cheques, credit card statements, invoices and facilities duties.
Assist Junior Office Manager with stock control for office and coordinating issues within office space as they arise.
EDUCATION, EXPERIENCE and SKILLS
Previous reception and office administration experience is required.
Exposure to health and safety, and facilities matters is advantageous.
Excellent organisational and administrative skills.
Strong customer service focus.
Strong communication skills; an excellent telephone manner.
Well presented with a professional approach.
Ability to work to tight deadlines.
Uses initiative, is flexible and hardworking.
Enthusiastic team player.
Outgoing/confident personality.
Computer literate – exposure to Microsoft packages and MS Outlook is required.
Knowledge of Sharepoint would be advantageous
Only successful will be contacted REC CONS
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