Reception Coordinator

Susquehanna International; City Of London; On-site; GBP 24,000 - 32,000; Full time

Job summary

Susquehanna International in London is seeking a professional Reception Coordinator to be the first point of contact for employees, candidates and visitors, ensuring a welcoming and efficient experience. You will report to the Head of Facilities EMEA and work with colleagues across Dublin and London to deliver a high standard front-of-house experience while providing required administrative support.

This role requires a minimum of 3 years’ reception experience, excellent interpersonal skills and

Qualifications

• Minimum 3 years’ experience of relevant reception/front of house experience.
• Professional approach with excellent interpersonal and communication skills.
• Outstanding customer service with ability to build relationships with employees, candidates and visitors.

Responsibilities

• Be the first point of contact for employees, candidates and visitors with a welcoming experience.
• Manage the reception area to reflect high standards and professional image.
• Answer calls, take messages and direct enquiries as needed.
• Coordinate visitor arrivals, issue passes and notify hosts.
• Manage meeting room bookings and catering for meetings.
• Handle deliveries, post and courier services and liaise with facilities teams.

Skills

Reception

Front of House

Customer Service

Organisational Skills

Microsoft Office

Tools

Microsoft Office

Job description

Susquehanna is a global quantitative trading firm founded with an entrepreneurial mindset and a rigorous analytical approach to decision making. With offices across North America, Europe and Asia Pacific, we bring together some of the brightest minds in trading, technology and quantitative research.

We are looking for a professional and highly organised Reception Coordinator to join our London office. As the first point of contact for employees, candidates and visitors, you will play an important role in creating a welcoming, professional and efficient experience while ensuring the smooth day to day running of reception. This role is ideal for someone who is confident working independently, enjoys a fast-paced environment and can quickly become a valued member of the team.

Reporting to the Head of Facilities EMEA, who is based in Dublin, you will work alongside colleagues across both our Dublin and London offices to deliver an exceptional front of house experience and provide administrative support as required.

List of duties contains:

Reception

• Be the first point of contact for employees, candidates, clients and visitors, providing a professional and welcoming experience.
• Manage the reception area, ensuring it is always well presented and reflects Susquehanna's high standards.
• Answer incoming telephone calls, take messages and direct enquiries appropriately.
• Coordinate visitor arrivals, including registering guests, issuing passes and notifying hosts.
• Manage meeting room bookings and ensure rooms are prepared for internal and external meetings.
• Arrange catering for meetings and assist with hospitality requirements.
• Accept and coordinate deliveries, post and courier services.
• Liaise with building management regarding visitor access and day to day facilities matters.

Administration

• Partner closely with colleagues across Employee Experience, IT, Tech, HR, Legal, Operations, Security and other business teams to support the smooth running of the London office.
• Provide other administration support to the smooth running of the office
• Process supplier invoices by reviewing and rejecting/approving. Requesting amendments from suppliers where necessary.
• Manage security access cards for new joiners, leavers, visitors and contractors.
• Respond to security breaches in a timely manner in line with processes

Facilities

• Act as fire warden for designated areas and maintain staff evacuation list.
• Assist with facilities helpdesk duties and logging of requests and provide back up support to the facilities and administration teams as required.
• Support the coordination of cleaning, catering, security and waste services, liaising with relevant teams and service providers and escalating issues as required.

What we're looking for

• Minimum 3 years’ experience of relevant reception/front of house experience
• Professional approach, with excellent interpersonal and communication skills.
• Outstanding customer service skills with the ability to build positive relationships with employees, candidates and visitors.
• Strong organisational skills with the ability to prioritise competing demands.
• Excellent verbal and written communication skills.
• High attention to detail and the ability to maintain confidentiality.
• A proactive, flexible approach with a willingness to support the wider team where needed.
• Comfortable working in a fast paced, professional environment.
• Proficiency in Microsoft Office, including Outlook, Word and Excel.
• H&S training (Fire warden, First aid, H&S awareness training) an advantage