Corporate Receptionist

Mitie Group plc.; City Of London; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading facilities management company in London is seeking a Receptionist to manage reception duties and provide excellent customer service. The role involves welcoming and assisting visitors, handling administrative tasks, and ensuring the reception area runs efficiently. Ideal candidates should have strong communication skills, a professional demeanor, and the ability to manage multiple tasks while providing a concierge-like service. This position requires collaboration with various teams and a proactive approach to visitor management.

Benefits

Dynamic working environment

Opportunities for professional development

Qualifications

• Must demonstrate professionalism and a welcoming attitude at all times.
• Ability to manage reception and administrative duties effectively.
• Experience in a customer-facing role is desirable.

Responsibilities

• Manage the reception area and greet all visitors and contractors.
• Provide a high standard of customer service.
• Perform administrative tasks and manage visitor passes.

Skills

Professional demeanor

Excellent communication

Customer service skills

Organizational skills

Job description

We are on the lookout for a professional, welcoming, and experienced Receptionist to join our team. You will perform reception, administration, and secretarial duties efficiently and effectively on behalf of the building in which you are located.

Responsibilities

• Own the Reception Area and manage the access/egress of all visitors and contractors in accordance with the Client's defined processes.
• Conduct oneself in a warm, professional and engaging manner, delivering the Signature brand standard that exceeds expectations.
• Be an active and contributing member of the Guest Services team, ready to step in and support any area at any time and go above and beyond expectations.
• Ensure all visitors are appraised of emergency evacuation procedures and the designated access points.
• Positively identify all visitors and contractors before granting access and checking them in.
• Be highly visible, always available and the "go to" person for queries.
• Be immaculately groomed, approachable, and helpful at all times.
• Deliver a 5 hotel‑concierge style experience in the lobby area by hosting and providing a personalised experience.
• Handle special requests and show intuition and empathy in all kinds of situations.
• Operate under a "How Can I Help" mindset — always professional, friendly, and attentive.
• Anticipate the needs of visitors and colleagues and proactively look out for building issues, ensuring swift resolution.
• Proactively manage queues, striving to make the arrival or departure process as efficient as possible.
• Be the face of the facilities team by providing tangible, visible and accessible service.
• Greet and acknowledge all visitors and colleagues in the lobby areas as they arrive, depart or pass by, ensuring they receive exceptional service.
• Always conduct oneself in a professional manner, adhering to established standards of conduct, department procedures, and policies.
• Support onsite facilities inspections, floor walks and service audits.
• Proactively log work orders.
• Triage colleague queries received in person, by e‑mail and online; respond in a timely manner or refer to the right team or self‑service channels.
• Ensure communication and follow‑up on any problems, visitor or colleague requests, and special requirements.
• Perform administrative tasks and ad‑hoc reporting.
• Manage stocks of visitor passes and other specialist stationery.
• Maintain a register of passes issued to and returned by visitors, ensuring a full audit trail is maintained.
• Be aware and up to date with "what's on" in the building (workplace experience events, planned maintenance, etc.).
• Order peripheral items such as IT kit, uniform, and stationery.
• Ensure all colleague queries to the shared mailbox are responded to and actioned on the same day.
• Maintain the shared mailbox, ensuring that resolved e‑mails are deleted or filed on the same day.
• Provide a daily forecast to the FM and leadership team as to how many visitors are expected.
• Register all visitors before the next working day.
• Act in accordance with health and safety and manual‑handling procedures.
• Provide first‑line response to Audio‑Visual queries from colleagues arising from IT/AV equipment installed in meeting rooms.
• Perform regular checks of meeting rooms, ensuring all kit is functional, and log work orders as required.
• Support the setup of communal, event, collaboration, and meeting room spaces.
• Support keeping collaboration spaces tidy and return furniture as per local arrangements.
• Learn, know, and be able to provide visitors and colleagues with information on city maps, directories, restaurants, pubs, shops, in‑house services, daily functions, cultural, religious, sporting, entertainment activities, special attractions, doctors, medical centres, and transportation options.
• Utilise a hands‑on approach whilst ensuring the service delivery is at the required standard.
• Establish rapport with frequent visitors; keep the team and relevant departments well‑informed about visitor preferences.
• Create, update, and display signage as required.
• Conduct visitor arrival/departure check‑in and check‑out by managing and issuing access in a manner aligned with a 5‑service standard.
• Escalate any feedback relating to the service provided by the service team.
• Recognise by sight the identities and roles of all senior management and build a good working relationship with the personal assistants of such senior managers.
• Support the mailroom and associated processes, such as managing mail in/out and notifying colleagues of items for collection.
• Ensure all temporary passes are only provided to Client employees following confirmation of identity in line with prescribed client policies.
• Instruct all employees and visitors to clearly display their identity card and visitor pass whilst on Client premises.
• Support the Security team in responding to first aid or security incidents, and act as Fire Marshal when required.
• Maintain vigilance for any safety or security irregularities, taking appropriate action or escalating issues promptly.
• Report systems malfunctions immediately to ensure swift resolution.
• Welcome and manage contractors on site, ensuring compliance with building protocols and security procedures.
• Provide support to the wider service team as and when required.
• Actively build relationships with other workstreams and partners to ensure we operate as OneMitie.
• Provide ad‑hoc cover and support to other work areas and teams.
• Complete any reasonable management request or task.
• Deputise in the absence of your Manager or a similar supervisory position.
• Follow Group and company policies and procedures at all times.
• Report any apparent deficiencies in systems of work or equipment that may result in failure of service delivery or risk to health and safety or the environment.
• Use all work equipment and personal PPE properly and in accordance with training received.
• Report any issues or training needs to your line manager and/or via your divisional incident reporting system.

The job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.