Office Assistant

A fast pace trading company based in the prestigious Gherkin in the city is looking to recruit a Receptionist/Administrator. As the face of the company you will be based on reception but will work closely with the office manager to provide full admin support to the team, as well as overflow PA work to the CEO. You must have previous office experience and be happy to be on reception whilst taking on extra task and being a true team player.

 Duties will include

• Answer calls politely, quickly and efficiently
• Screening phone calls
• First point of contact - Meet and greet clients and staff
• Keeping the reception areas clean and tidy at all times
• Updating internal telephone records of staff contact numbers
• Record all staff business travel, holidays, sickness and general appointments on Tracker
• Record and handle all incoming and outgoing couriers
• Booking meetings rooms on Tracker and maintain the meeting rooms diary
• Ordering and monitoring all levels of stationery including postage stamps
• Ordering and monitoring the levels of toner cartridges on spreadsheet.
• Assisting with travel arrangements and hotel bookings as and when required
• Responsible for ensuring all outbound post (is ready for daily collection) and logged on spreadsheet before going out.
• Open and date stamp general correspondence and distribute post to relevant members of staff and insert in spreadsheet
• Assist in the planning and preparation of meetings, conferences and conference telephone calls
• Monitor the use of supplies and equipment
• Booking and coordination of long term accommodation for staff members from other offices.
• Coordinate and order monthly Luncheon Vouchers
• Maintain Petty Cash/Staff Expenses/receipts and reimbursements
• Log and prepare temporary and permanent pass application forms and activate security passes.
• Log visitors name in security system as requested
• Log and maintain credit card spreadsheet
• Log and distribute bridge numbers as requested
• Log new members of staff permanent pass information in Janus System
• Book/Log courier bookings on spreadsheet
• Book taxis when required
• Log and maintain visitor pass spreadsheets (keep count of passes)
• (Help with other Travel requests where necessary)
• Generally assisting the Office Manager and other members of staff with ad hoc tasks when required.