A unique and vibrant boutique finance company are looking for a fabulous receptionist and team leader to cover maternity and potentially stay longer than the initial 6 month contract. This is a great firm with wonderful prospects for development.
Above all they need a dynamic self-starter who can manage and motivate staff and set the standards for first-rate team-playing and customer service to their very special clients. This is not your typical, stuffy investment bank. Offices are creative and stylish. Culture is at the focus of all they do.
The receptionist will handle client-facing duties as well as general office management tasks and uphold their values as the face of the company. When clients walk into their office, they want them to find an approachable team member and a helping hand. The ideal candidate has previous team management experience, reception experience, excellent communication and multitasking skills, a positive attitude and a strong work ethic.
Full-time hours. Five days a week in their offices (near Barbican station). Hours 8am to 5.30pm, Monday to Thursday. 8am to 5pm, Friday
Manage the reception team to include motivating staff, leading on service levels, conducting performance management appraisals and weekly catch-up sessions
Engage with clients in a warm and efficient manner, whether over the phone or in person at reception
Ensure compliance with health and safety requirements and procedures for anyone entering the building
Maintain correct levels and of client refreshments and coffee making facilities front of house
Distribute mail to relevant departments and receive outgoing mail accordingly, keeping record of outgoing deliveries for tracking purposes. Maintaining the franking machine and keeping on top of postage updates with Royal Mail
Update various excel spreadsheets including staff changes, business card details, CEO birthday lists and credit card expenditure
Share daily calendar updates to the Intranets Hub regarding social events and weekly meetings
Make travel arrangements for staff and clients when needed using our business accounts with Addison Lee and train lines
Manage the meeting rooms including looking ahead in the diary to foresee busier periods and adjusting accordingly, keeping them clean and tidy and ensuring the correct IT equipment, refreshments and supplies are in place
Liaise with catering companies to supply business breakfasts, lunches and events and dealing with the resulting invoices
Maintain groceries in the main staff kitchen. This includes liaising with the relevant companies regarding servicing of equipment, and managing the cleaning contract
Regularly order office supplies and deal with suppliers making sure correct levels of stationery etc. are maintained. Review quotes and shortlist the most cost effective to accounts
Maintain office contracts, e.g. the confidential waste
Support the maintenance team to ensure staff well-being on the floor, e.g. air conditioning, blinds
Assist organising social events for the firm
Manage the online booking portal for any external visitors entering the building, loading bay and our parking spaces
Supply Building Management and the Security Team with new staff information, ensure they are registered onto our system and provided passes; communicate with our IT Department to give relevant access
Provide the Technical Services Manager correct and detailed RAMS reports when booking in Contractors and give sufficient information and time for the Landlord’s approval