Senior Receptionist & Office Manager for Wonderful Asset Management Firm, £50-57k 12 Month FTC

ANNABEL TAYLOR; London; On-site; GBP 100,000 - 125,000; Full time

Job description

This very successful asset management firm is looking for a professional, experienced Receptionist and Office Manager for a 12 month FTC.

The role is based on Reception within a lovely open plan office and the Receptionist is part of the close knit, supportive support team. The role requires a friendly and proactive individual to manage the front of house and meetings rooms alongside a part-time junior Receptionist. It will require someone who is professional, friendly and a team player. The duties will include but not be limited to:

1. Front of House meeting, greeting and liaising with clients – internal and external - and providing a 5* guest experience.
2. Take ownership for the FOH function, including the tidiness of the front of house area and any required materials in reception area and meeting rooms.
3. Ownership for all client liaison at the front desk, including meeting all security protocols, issuing security passes, taxi bookings, food requests and other requirements made for clients.
4. Support and brief meeting hosts on technology facilities in each meeting room.
5. Maintain the reception and communal areas organising anything needed to maintain their look and performance including organising maintenance, cleaning, IT updates.
6. Manage phone calls from building reception as guests arrive and liaising with meeting organisers to let them know their guests have arrived whilst ensuring their meeting room is clean and ready for use.
7. Ensure that every phone call is handled in a courteous and professional manner.
8. Ensure all client facilities are appropriately tended including catering, cleaning and liaising with relevant parties, as appropriate.
9. Manage external catering requirements, ensuring all catering is booked pro-actively and appropriate means to serve all catering has been organised - including celebrations within the office.
10. Use meeting room booking system to ensure client rooms are managed appropriately and bookings can be amended as required.
11. Collate and organise stationery orders for the London office.
12. Organise and take responsibility for incoming and outgoing post – ensuring an efficient and timely collection and delivery to appropriate person.
13. Responsible for directing all enquiries accordingly.
14. Ensure the safe keep and regular update of office related information so that they can be easily retrieved for review when needed by relevant staff members (e.g. H&S records).
15. Liaise with suppliers to affect the ordering of items required by the Company on a regular basis – including stationery, food and beverage and ad-hoc purchases as required.
16. Coordinate the proper maintenance of the office, client areas, and meeting rooms.
17. Responsible for checking the state of stationery and equipment in the office and if found to be malfunctioning, the maintenance personnel should be informed to fix it.
18. Building management liaison, including fault reporting and tenant representation.
19. Provide support, mostly administrative to other members of staff according to the directives of the lead PA.
20. Ensure compliance with all company policies, procedures, and guidelines.
21. Establish strong internal relationships across the business.
22. Any other ad hoc duties.

The role requires someone proactive, organised, reliable, used to working in a fast paced environment, who is very professional and experienced in front of house and facilities support.