Head Receptionist

Head Receptionist

Job Title: Head Receptionist 

Reporting To: Client Liaison

Location: 48 Dover Street Business Centre

Reporting To: Client Liaison

Contracted hours: 8:30am to 5:30pm Monday to Friday (40 hours p/w)

Salary:                 £32,000 p/a

Purpose of the role

To provide a professional reception / switchboard service and an effective and efficient administrative support function to the Client Liaison ensuring the highest level of customer service is provided at all times.

Summary of duties and responsibilities 

•    To efficiently and courteously meet and greet clients and visitors into the building showing respect and professionalism to all.

•    To receive telephone calls and re-route and/or take messages as appropriate within a rapid response time.

•    Dealing with post and telephone calls for the virtual clients.

•    Take bookings for meeting rooms, understanding all clients requirements for that meeting and clearing any uncertainties at the time of booking.

•    Making sure all meeting rooms are kept to a high quality standard at all times.

•    To up sell any meeting room services during the meeting room booking process, i.e. catering, WI-FI, refreshments.

•    Make and present refreshments to a high standard for meeting rooms and/or clients offices in a timely manner.

•    To undertake any ad hoc reception duties including photocopying, franking, binding, scanning, sorting of mail etc.  

•    Ensure that stationary and refreshment cupboards are always stocked with fresh supply available and are always tidy. And to report to Client Liaison when stocks need reordering.

•    Logging and Booking Taxi’s and Couriers.

•    Keeping the visitors book up to date in case of a security procedure.

•    Working alongside PT Receptionists each day but taking responsibility and initiative over the schedule for each of the part timers’ shift.

•    Arriving promptly at the start of each shift making sure the start of shift checks are completed.

•    Leaving the reception area clean and organised at the end of each shift, making sure the end of shift checks are completed.

•    To be immaculately dressed in full uniform, at the beginning of each shift, setting a top example to each PT Receptionist to follow.

•    Identifying any further training a PT Receptionist may require and highlighting this to Client Liaison.

•    Compiling a weekly reception report to detail any issues with clients but making Client Liaison aware of any issue when it first arises.

•    Responsibility for sales packs, making sure there is enough marketing and packs made up for all sales viewings.

•    Work with Client Liaison to make sure all uniform and dressing room are kept to a high quality standard and any repairs are flagged ASAP. 

•    To implement basic organisation on the reception desk and regularly update documents that helps with reception efficiency.

•    To oversee all PT Receptionists, update their timesheets at the beginning of each shift.

•    Work with Client Liaison to maintain an up to date and accurate database with all client contact details.

•    Communicate with other departments as and when required, i.e. IT and Facilities.

•    To comply with and act in accordance with all Company fire and Health & Safety regulations and to adhere to the Company policies.

•    To attend all statutory training as and when requested.

Competencies 

•    Previous Head Reception experience in a corporate environment (preferred). 

•    Confident decision making and problem solving skills, 

•    Excellent verbal and written communication skills;

•    Ability to multitask;

•    Excellent organisational skills;

•    Excellent customer service skills;

•    Professional personal presentation;

•    Efficient, proactive and reliable;

•    Able to deal with difficult clients;

•    Self-motivated;

•    Great team-player;

•    Great Excel, Word, PPT, centre management software skills;

•    Attention to detail;

Benefits

•    25 days holidays 

•    Pension scheme 

•    BUPA health insurance 

•    Season ticket loan

•    Childcare vouchers 

•    Discretionary Christmas bonus