Receptionist & Office Assistant

Receptionist & Office Assistant

£20-£22k

London

Fantastic opportunity for a bright and enthusiastic Receptionist to join a successful Private Equity company in the heart of the City.

*The ideal candidate will have at least 2 year’s experience in a Reception/Admin role within professional services (flexible)*

The Receptionist & Office Assistant will be part of the Corporate Support team of the Company with the following main responsibilities:

1. Provide centralised travel administration support and advice for employees in and visitors of the Company  
2. Maintain the Reception desk and provide regular reception and office assistant duties

The Receptionist & Office Assistant will also be expected to perform the Front Desk receptionist functions.

Reception:

• Answer main line calls, transfer callers or take appropriate messages, check messages on answer machine 
• Assist with booking company travel; both domestic and international.
• Take minutes in meetings
• Greet visitors and guests, make sure security procedures are obeyed and advise staff upon their visitor’s arrival 
• Serve refreshments to meetings as necessary
• Make lunch orders for staff
• Deal with deliveries and organise their prompt distribution, collect and distribute faxes, 
• Check stationery supplies and keep record of what needs to be ordered
• Photocopying and binding
• Log employee holidays and sick leave
• Handle incoming and outgoing post, including recording outgoing post on the spreadsheet
• Arrange courier, bike messengers and taxis when required and enter details onto the spreadsheet
• Book meeting rooms
• Log business trips, staff out of office etc on the calendar
• Schedule meetings and arrange conference calls
• Work closely with other Front desk staff, facilities and HR to support the administrative functions and any other tasks as necessary
• Type correspondence & other documents
• Ad hoc tasks as require

Travel Coordination:

• Ensure that the Company Travel Policy is applied and followed consistently and that correct forms are completed and filed with the accounts department
• Arrange transfers, cars and hotel accommodation for all employees of the Company, its guests and visitors to UK, both internal and external, and to be the primary point of contact for these purposes
• Coordinate travel arrangements for attendance to Company-sponsored events such as business trips, conferences, training courses and offsite meetings
• Advise regarding potential efficiencies/cost savings in relation to travel and accommodation arrangements. Liaise with hotels and negotiate rates on behalf of company.
• Obtain relevant visas and administration of passport/visa applications
• Liaise with travel agents, hotels, and negotiating rates on behalf of the company
• Maintaining travel insurance for employees
• Check and process all travel invoices/receipts

Knowledge and Experience:

• Experience of working in a corporate environment (professional services)
• Excellent organisational skills including ability to plan and prioritise workload
• Able to work effectively under pressure
• Excellent interpersonal skills coupled with ability to deal with people at all levels of the organisation
• Able to communicate effectively both verbally and in writing
• Advanced Microsoft Office capability

Excellent customer service skills

*For this role Success Search is acting as an Employment Business*