Receptionist for Multi Award-Winning Independent Creative Agency
- Recruiter
- Pulse Search & Selection Limited
- Location
- London (Central), London (Greater)
- Salary
- Up to £22,000
- Posted
- 23 Jul 2018
- Closes
- 20 Aug 2018
- Job Title
- Receptionist
- Contract Type
- Permanent
- Hours
- Full Time
Working for a multi award-winning independent creative agency with offices in London, New York, Singapore, and Shanghai. The agency grow businesses by creating unmistakeable brand stories. They’re home to ideas of all kinds and let the work speak for itself.
RESPONSIBILITIES
- Meet and greet clients, offer refreshments, take their coat etc.
- Answer the switchboard with a good telephone manner – all calls have to be announced and it is essential to take accurate messages and pass these on as quickly as possible.
- Reception purchase reconciliation and keeping up to date with daily and monthly accounting and expenses.
- Keep company car diary filled in and up to date with who’s taking it out.
- Book meeting rooms for studio staff and include all details of meetings, e.g. guests, catering requirements etc.
- Book all couriers and cabs.
- Raise Purchase Orders and reconcile invoices for transport and kitchen supplies.
- Check the online Deliveroo account and update all orders with a valid PO number.
- Add (and delete) new members of staff to the Phone list cheat sheet, Deliveroo and the meeting room booking systems.
- Raise PO’s for any staff cabs taken the previous evening.
- Keep check on the branded notepads and pencils, letting the Production Team know when we are running low. Maintenance of stationery cupboard.
- Send an email to the studio every morning with regards to the clients that are in the studio that day.
- Run errands for reception/studio.
- Prepare meeting rooms and refreshments for meetings (in conjunction with hospitality manager).
- Set up video conferences, projectors and flip charts and clear away.
- Order stationery requests for the studio and assist the stationery account manager with any queries. Ordering drinks, toiletries, alcohol, and kitchen supplies.
- Frank and distribute post.
- Order lunches and breakfasts for external meetings when requested.
- Keep reception area tidy, desk organised and glass doors fingerprint free.
- Ad hoc admin Projects.
- Occasional evening cover.
- Key holder and responsible for opening the building (on occasions).
- Provide assistance and cover for the Hospitality Manager.
- Close liaison with the Caretaker.
SKILLS
- Tight administrator.
- Solution-focussed.
- Ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organisational skills and the ability to maintain a realistic balance among multiple priorities.
- Being an ambassador for the agency and creating a lasting impression on clients, staff, suppliers and making the Reception experience the best it can be.
- Transparent in all communications with all levels of staff.
- Conveys credibility and maintains a positive, professional image – both internally and externally.
- Clear communicator, with a confidence and gravitas that encourages professional respect.
- Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with staff, suppliers and clients.
- A proactive approach and a willingness to work outside the job spec.
- Loyalty, honesty and reliability.
- A good sense of humour.
- Positive attitude.
- Completes a broad variety of administrative tasks (see below).
- Thrives in a busy reception with a fantastic welcome to clients and staff alike, consistent good humour and ability to make everyone feel special and welcome when visiting the agency. We’d like to feel like visitors are ‘coming home’ when they arrive and are well looked after – we want them to look forward to returning.
- The Reception desk is fast-paced. Ability to multi-task and to deal with stressful situations in a calm and methodical manner is essential.
- Support the team and encourages growth and development with a commitment to excellence and an attention to detail.
- A super-organised and methodical approach to administration, with an action-orientated attitude. An attention to detail is essential along with high standards of presentation.
- Smart appearance, along with a high standard of personal grooming.
- Excellent communication skills including both written and verbal with an excellent attention to spoken grammar.
HOURS
Daily working hours: Reception members works on a shift basis, either:
- 0730-1630
- 0800-1700
- 0930-1830
(Rota to be decided on a monthly basis).
Flexibility when needed for alternative working hours is essential.
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