Site Receptionist/Administrator

Ricardo; Shoreham-by-Sea; On-site; GBP 22,000 - 28,000; Full time

Job summary

An established industry player is seeking a dedicated Site Receptionist/Administrator to join their Shoreham office. This role is vital in ensuring smooth operations and providing exceptional customer service. You will be the first point of contact, welcoming visitors and managing reception duties with professionalism. Your organizational skills will shine as you handle multiple tasks, from booking conference rooms to assisting with administrative duties. Join a company that values diversity, inclusion, and employee well-being, offering flexible working arrangements and a supportive environment where your contributions make a difference.

Benefits

25 days' annual leave

8 flexible bank holidays

Competitive pension scheme

Life assurance

Professional subscriptions reimbursement

Flexible benefits to suit lifestyle

Qualifications

• Ability to communicate effectively with co-workers and clients.
• Maintain integrity and confidentiality in all tasks.
• Manage multiple tasks efficiently in a busy environment.

Responsibilities

• Greet and welcome guests as the first point of contact.
• Manage conference room bookings and maintain cleanliness.
• Assist Site Manager with various administrative duties.

Skills

Excellent social skills

Customer service skills

Telephone etiquette

Communication skills

Organisational skills

Multi-tasking

Team player

Tools

Microsoft Outlook

Standard office equipment

Job description

Overview

Role: Site Receptionist/Administrator

Location: Shoreham - Onsite

Role ID: 2025-2816

Our vision is to create a safe and sustainable world.

Ricardo plc is a global strategic, environmental, and engineering consulting company. With over 100 years of engineering excellence and employing close to 3,000 employees in more than 20 countries, we provide exceptional levels of expertise in delivering leading-edge and innovative cross-sector sustainable products and solutions. Every day, we enable our customers to solve the most complex and dynamic challenges to help achieve a safe and sustainable world.

The Role

We are looking for a Site Receptionist/Administrator to join our office in Shoreham.

Key Competencies and Experience

• Excellent social skills.
• Good customer service skills.
• Essential telephone etiquette, knowledge.
• Good communication skills - Ability to communicate effectively, both verbally and in writing with co-workers and clients.
• Good organisational skills.
• Knowledge of principles and practices of Ricardo.
• Ability to operate standard office equipment, including but not limited to, computers, teams/telephone systems, copiers, and laminating machines.
• Ability to multi-task as often you are required to manage many different tasks at one time, including taking messages and scheduling conference room bookings.
• Be a team-player also be able to work on own initiative.
• Maintain Integrity and confidentiality.

Reception Duties

• Greet Visitors - Receptionists are to greet and welcome guests. A good first impression is important as they are the first point of contact for Ricardo. Positive attitude and a professional appearance, as reception area is the first thing a visitor sees when they arrive.
• Answer the telephone - Answering calls, it is important to know the basic tasks such as transferring calls, putting the caller on hold, call forwarding etc.
• Keep reception area clean and well maintained - As a receptionist, you are responsible for making sure your area is visually clean, this includes area around coffee machine is clean and all items replenished.
• Manage the Conference Room Bookings - Booking conference rooms, through Microsoft Outlook, ensuring all visitors/clients/contractors are booked in.
• Emails - Responding to reception emails in a professional manner and ensuring all details are added to daily Bible.
• Security Badges - Training on Mitrefinch to issue/make access badges for employees and contractors. Keeping the database spreadsheet updated with details of all badges produced.
• Opening & Closing of Reception - Ensure all correct procedures & safety requirements are carried out during the opening & closing of main reception.

Administrative Duties

• Timesheets
• Raise POs /requisitions
• Expenses
• Taxi bookings
• Electric Vehicle Charge points
• Pool Cars
• Post
• Business Card Request
• Green house gas emissions data collection and entry to a strict deadline

Site Management Specific Admin

• Assist Site Manager for any administration duties.
• Assisting site team members as & when required.
• Renew all contractorsliability insurance & add to spreadsheet.
• Update/delete contractor’s details as required.
• Input all service reports to air-conditioning spreadsheet.
• Update service planned maintenance spreadsheet.

Hospitality

• Send all hospitality to Prague office once received from Grayson restaurant.
• Order refreshments, Lunches etc. for meetings as requested by host.

Utilities

• Keep spreadsheet updated with all STC utility usage.
• Report any anomalies to Management.
• Input all ESG data into Figbytes.

Working here

You will be warmly welcomed into our workplace where every voice matters. We are diverse thinkers and doers, coming together to create a culture of inclusion. We will support you to find your place.

We will encourage you to use your passion and expertise to make a positive impact through the projects you work on. Your knowledge and desire to bring about change will be invaluable in helping deliver innovative solutions that support communities across the globe in becoming safer and more sustainable.

Work life balance

We offer flexible approaches to work, whether that is working from home, being in the office, or as a hybrid worker. We're happy to discuss flexible working arrangements. Wellbeing is at the core to our culture, allowing employees to flourish and to achieve their full potential.

Benefits

We want you to know how much you are valued. Your remuneration and benefits package will reflect that. You will receive a range of benefits which include support for your physical and mental health.

Our core benefits include 25 days' annual leave, plus 8 flexible bank holidays, a competitive company pension scheme, life assurance and professional subscriptions reimbursement. We also offer a wide range of flexible benefits to suit your lifestyle.

Diversity, Equality, and Inclusion statement

We are an Equal Opportunity Employer, we believe in each person's potential, and we'll help you reach yours. We have an ambitious diversity, equality, and inclusion approach as explained here. We value diversity; recognising that a more diverse workforce creates a richer and more varied working environment. Diversity also drives innovation, by allowing us to offer our clients the best consultancy service that we can. As part of our commitment to engage positively and pro-actively with all our employees and to ensure an inclusive culture, we are a recognised as a 'disability confident' employer.

Next steps

Once you have submitted your application a member of our Recruitment Team will be in touch. Please be aware that the timing can vary dependent on the volume of applications that we receive for each role and in some cases, we may start to review applications prior to the closing date.

Ricardo is a Disability confident employer please advise the recruitment team [e-mail] you require any adjustments to support you throughout the recruitment process.

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