Position summary
Claranet UK Limited is an exciting and rapidly changing company in the corporate IT sector that is building a significant portfolio of clients in the sectors of managed hosting, networks and applications.
Department
The London receptionist role forms part of the Human Resources Department providing a full reception and administrative and Facilities support service. This role works in conjunction with the Gloucester reception desk. Our mission is to provide a high level of service to the organisation and our customers.
Purpose
The purpose of this role is to provide a welcoming and professional image and manage the front of house in the London office. To meet and greet all visitors and handle incoming calls to the main switchboard. To act as first point of contact for all staff hotel and travel bookings, reservations and requests / queries. To assist the Facilities and HR Department in provision of support services.
Essential duties & responsibilities
Reception Administration
- Deliver excellent customer service, at all times
- Answer, direct and deal with all incoming calls.
- Deal with all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail
- Update relevant systems with Starter and Leaver information.
- Meet and greet all visitors to Claranet and inform their host of their arrival.
- Answer or refer enquiries where relevant.
- Collate lists of expected visitors in advance to prepare for their arrival.
- Receive deliveries and parcels and inform the recipient
- Booking of couriers and taxis and ensuring relevant records are kept and parcels are tracked.
- Manage all incoming and outgoing post and couriers.
- Ensure all incoming post and parcels are delivered to the relevant teams in a timely manner.
- Order Lunches for meetings and assist with the delivery.
- Support teams with project work or admin duties as advised/agreed by your line manager.
- Ensure all Reception duties are documented/updated to support temporary cover
- Ensure reception cover is arranged and temps are trained prior to holiday
- Provide adhoc support to HR and Facilities Teams with reasonable duties e.g. helping with co-ordination of company induction.
Travel Administration
- Managing and maintaining a concise and effective preferred supplier list for hotels and travel.
- Assisting staff with booking their own travel and accommodation.
- Helping with booking requests and queries and ensure tickets are distributed in a timely manner
- Track and manage hotel and travel bookings against internal cost centres
- Manage the travel and accommodation process within policy, suggesting amendments where appropriate.
Training Administration
- Managing the booking and communication of all Management Development Program (MDP) training
- Manage the Company Induction (booking dates, obtaining updated deck, booking the meeting room, lunches etc)
- To act as first point of contact for all training administrative queries
- Responsible for updating and maintaining the training database in conjunction with the HR Business Partner
Facilities, and Health and Safety Responsibilities
- Monitor the Facilities Helpdesk Software and respond to requests or pass them to the relevant person as appropriate.
- Working with the Gloucester Receptionist, monitor and order supplies, stationery and consumables for all offices.
- Act as Health and Safety representative and Fire Marshal for your area.;
- Manage visitor book and account for non-staff during fire drills.
- Issue and monitor visitor and contractor passes. Ensure accurate records are kept.
- Manage the Starters and Leavers process on all relevant systems.
- Issuing new staff ID to all new starters and collecting/cancelling old passes.
- Monitor the training qualifications for First Aiders and Fire Marshals and arrange training when required.
- Ordering of business cards for all offices as required
- Liaise with contractors, handyman, plumbers, security as requested by the Facilities Manager.
- Assisting the Facilities Team to ensure that the office space is always presentable, and everything is working as it should.
Any other duties which may reasonably be required of the post holder. This job description is intended to provide an overview of the position and may vary over time.
Position specifications
Essential
- The successful candidate will demonstrate the following:
- Proven experience of working in a reception environment
- Previous experience of dealing with Travel and Accommodation suppliers
- Excellent communication skills, both written and verbal and a good telephone manner
- A strong customer facing approach
- Highly organised with excellent planning skills
- Use initiative to ensure the smooth running of reception and travel bookings
- Ability to be polite and assertive when dealing with difficult individuals and suppliers
- Discretion when dealing with sensitive information
- Good knowledge and application of Microsoft Office Outlook, MS Office and Excel.
- A good understanding of business acumen and the ability to quickly understand the workings of Claranet
- Flexible, committed, punctual and enthusiastic
- Proactive and adaptable
- Outgoing, welcoming personality. Ability to stay friendly and calm under pressure.
- A practical and common sense approach to reception matters
- Self-motivated and driven
- Must be comfortable working with a high degree of change, ambiguity and time constrained environment
In addition, the following are highly desirable:
- Previous experience dealing with training administration
- Telephone switchboard experience
- Previous experience of working with facilities management
|