Reception Supervisor

Top 10 Accountancy firm based in the city seek a Reception Supervisor to manage a team and ensure that the front of house, terrace areas and meeting rooms are maintained to present the right image to clients. Core duties will include:
• All meeting rooms are ready for use and stock is maintained at all times, by completing morning/evening and periodic room checks throughout the day.
• To ensure the smooth running of the Reception/Switchboard area.
• To maintain the required image through wearing the supplied uniform on an everyday basis. Ensure the uniform is well kept and displays a professional image at all times.
• Deals with clients in a confident and professional manner at all times.
• Has a basic understanding of the business practices and the firm’s systems.
• General reception duties to include meet and greet of guests, notifying staff immediately of guests and any incoming parcels, arranging taxi’s / flowers / car parking when required.
• Manage and oversee the meeting room booking system, making sure all required information has been captured, co-ordinating room bookings, ensuring the required resources are provided and booking approvals are up to date.
• To liaise with the meeting organiser and catering over catering requirements for all meetings to include evening events/receptions and off-site client entertaining.
• To liaise with the meeting organiser and post team and/or training departments over room resources and equipment requirements.
• Scheduling and attending fortnightly meetings with the training, hospitality and post teams to discuss up and coming meetings/events.
• Acting as a Health and Safety representative, in the management of meetings and events held onsite. Carrying out Health and Safety checks within the meeting rooms and areas where events are held ensuring the area/events complies with all aspects of the Health and Safety legislation, reporting and updating the Facilities Manager of any occurrences and or issues.
• Communicate with the both internal and external teams with regards to event requirements such as attendees, deliveries and other services.
• Maintain a high level of understanding of the firm’s code procedures and applying them to the room bookings/events.
• Ensure that all visitors sign in and are issued with a visitors badge, keeping records up to date of all visitors in the building and any temporary passes assigned.
• Overseeing and managing of pass reconciliations and replacements, keeping the facilities manager updated of any issues and/or changes.
• Be the first point of contact for the Reception/Switchboard team.
• Provide training / coaching and updates to the Reception / Switchboard team as and where necessary.
• Overseeing the Reception / Switchboard team and providing support with the assistance from the Facilities Manager.
• Completing the weekly shift rota, lunch rota and communicating all changes and holiday requests with the Facilities Manager.
• Assisting with the recruitment of the Reception/Switchboard staff in conjunction with the Facilities Manager.
• Completing staff appraisals and overseeing the development of staff.
• Always keeping an open line of communication with the Facilities Manager and reporting issues/updates as soon as known.
• Carry out any other duties as are within the scope, spirit and purpose of the job, the title of the role and its grading, as requested by the Facilities Manager.   Ideal candidate must have supervisory experience and have worked within professional services in a Reception supervisory role.