HQ Corporate Receptionist

HQ Corporate Receptionist
up to £25k
West End

I am looking for an exceptional, engaging, polished and really proactive and organised Receptionist to provide overall 5 star service for a Global Creative organisation in the West End. You will be situated on the Executive floor and essentially 'the face' of the business for all clients and visitors. You will need to have excellent communication skills with the ability to multi-task and support a team of PA's with additional administrators. You will need at least 2 years previous Reception experience in a corporate environment.

Responsibilities will include:

• Switchboard - Switchboard to be on at all times as well as an excellent telephone manner.
• Meet & Greet - Visitor booking via Bluepoint
• Print off a daily external guest list so you are aware of what external guests will be visiting that day and can prepare accordingly
• Ensure guests are offered refreshment upon on arrival.
• If guests have a lot of baggage, direct them to the cloakroom
• Voice guest's arrival to host.
• Meeting rooms - Condeco room booking system - Booking rooms when requests come in via telephone, email or f2f - to respond within a 2-3 hour bracket.
• Prioritising client meetings and ensure full details are included in the booking.
• Checking rooms are still required ahead of the meetings via email to free up meeting rooms that are not required/been cancelled.
• To have a print out of Condeco booking system the evening before mainly focusing on the 6th floor 3 client rooms. Work out what is required for each meeting (when reaching out the day before to check if this meeting is still required)
• Provide excellent and personable service to all clients ensuring set up and clean down is kept speedy.
• Ensure all meeting rooms have correct IT equipment in the rooms at the start of everyday and rooms are working properly (especially the Executive floor)
• Ensure you always have a few working adapters kept on reception upon request from meeting room users.
• Flasks of instant tea, coffee and water to be placed into the room if required for external/client meetings.
• Catering - All orders to be placed by via the current supplier. Once an order has been placed this is added to a log of spend (cost, what was ordered, how many guests, client name/reason for order, who ordered, cost centre to be charged). This is to be sent to the manager weekly.
• Ensure the client fridge is stocked up each day.
• Distribution lists -Add and remove joiners and leavers to the relevant site email account and comms team dependant on the weekly report produced by facilities.
• Stationery - There should be set stationary kept behind reception desk, there is a stationary cupboard on 4th
• Stock should be checked weekly and replenish stock as required EA support to cover when reception must check 4th-floor cupboard.
• Browse Lyreco to source required stationary. Then raise requisition on Workday as to what extra stock is required.
• Everything ordered must be logged to keep a log of spend (cost, what was ordered, client name/reason for order, who ordered, cost centre to be charged).
• Building cleaners - Build a relationship with the onsite cleaning team to ensure they have all required stock, clean fridges, clean glass etc. Order however to be placed by facilities team.
• Ensure enough paper is on 6th floor every morning
• Ensure coffee machines are working on all floors at the start of every day and cleaned thoroughly between 16-17 every day
• Check over fridges on a daily basis
• Monitor kitchen behind reception and liaise with the cleaner to ensure this is kept to 5-star client-facing office
• Ensure packages are stored correctly and collected ASAP by post room so these are not clogged on reception
• Ensure tv screens are switched on and the media-driven from this is updated regularly. Check with EMEA Head of Marketing for updates.
• Acknowledgement of Exco and WLT monthly Advent board meetings and the importance of these meetings.
• Assist with ad-hoc duties when required