Receptionist

Westfield; Greater London; On-site; GBP 21,000 - 26,000; Full time

Job summary

Westfield is seeking a professional Receptionist to welcome guests, direct visitors, book meeting rooms, answer calls, and maintain a neat front desk in our London office. This role plays a pivotal part in presenting a professional image and ensuring smooth day-to-day operations.

The position requires strong communication, multitasking, and organizational skills, with a proactive approach to providing information and support to staff and visitors.

Qualifications

• Proven work experience as a receptionist or front office role.
• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment.

Responsibilities

• Greet and welcome guests as they arrive at the office, offering to take coats and refreshments.
• Direct visitors to the appropriate person and meeting room.
• Book meeting rooms and ensure they are clean and presentable.
• Answer, screen, and forward incoming phone calls.
• Keep the reception area tidy with necessary stationery and materials.
• Provide basic information in-person and via phone/email.
• Receive, sort and distribute daily mail/deliveries.
• Maintain office security by monitoring access and issuing visitor badges.
• Order front office supplies and manage inventory.
• Set up meeting rooms for events and meetings.
• Arrange travel and accommodations for staff as needed.
• Create and submit monthly expense claims for Facilities.
• Provide overflow and admin support for Facilities manager and staff.
• Perform other clerical duties such as filing, photocopying, and faxing.

Skills

Customer service

Multitasking

Organizational skills

Communication skills

Proactive problem solving

Tools

Microsoft Office Suite

Job description

Key Accountabilities:

• Greet and welcome guests as soon as they arrive at the office – this includes offering to take coats/jackets and refreshments
• Direct visitors to the appropriate person and or meeting room
• Book meeting rooms and ensure they are clean and presentable in line with Westfield standards (training to be provided)
• Answer, screen, and forward incoming phone calls
• Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Order front office supplies and keep inventory of stock
• Meeting room set up
• Arrange travel and accommodations, including overspill or travel for PA or other staff
• Create and submit the monthly expense claim for the Facilities department (training to be provided)
• Provide overflow and admin support for the Facilities manager and other employees
• Perform other clerical receptionist duties such as filing, photocopying, and faxing

Role Requirements:

• Proven work experience as a Receptionist, Front Office Representative hospitality or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)

Skills/Competencies:

• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Good Customer service skills

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management. #wspi