Receptionist Administrator - Full Time

The Role

The main responsibilities include but are not limited to:

• Answering and transferring of telephone calls using RingCentral and handling callers in a friendly, professional and welcoming way
• Providing an excellent first point of contact with existing clients, associates and with new enquiries
• Ensuring all visitors to the office are greeted in a professional, warm and courteous manner and dealt with efficiently and professionally
• Overseeing the running of multiple diaries, responding to Reception inbox email enquiries
• Booking meeting room facilities for both internal and external meetings. Setting up meeting rooms, arranging refreshments, tidying rooms after meetings
• Organising events, including providing in-house catering or sourcing external caterers
• Booking couriers, setting up and managing conference and video calls
• Reconciling departmental credit card statements and invoices
• Ensuring hard-copy post is opened, franked and distributed/collected in a timely manner
• Keeping excellent records, allowing expenditure and budgets to be confirmed and agreed
• General housekeeping for the public areas, e.g. reception area and meeting rooms
• Handling weekly food and beverage ordering, watering plants, topping up soap and towel dispensers in washrooms
• General housekeeping for the staff kitchen, e.g. ensuring beverages and refreshments are topped up and dishwashers utilised
• General administration, such as formatting and binding documents, shredding documents and checking printer paper levels
• Arranging and booking travel within the UK and Europe
• Organising and hosting in-house and external marketing events
• Organising and scheduling attendance at UK conferences and overseas marketing trips
• Supporting administration of social media and the CRM system
• Ad-hoc support with marketing administration and production of marketing materials
• Administrative support for Formalities, including data-entry and post.

 

Jobholder Requirements

The role holder will be able to demonstrate:

• An independent approach to work. Uses initiative, is self-motivated and able to work autonomously
• A natural flair with people, showing empathy, warmth and understanding
• Positivity, proactiveness and curiosity to suggest improvements
• Strong planning and organisation skills, along with a keen eye for detail and accuracy
• Professionalism and confidentiality
• Dependability, patience, consistency of approach and trustworthiness
• The ability to multi-task and remain calm under pressure, including excellent time-management skills
• Previous use of, and willingness to embrace, different forms of technology in order to carry out role effectively.