Receptionist Full Time

SUMMARY:

The primary responsibility of the Receptionist is to ensure and consistently provide, high-quality customer service to our internal and external clients. As the first point of contact, this role will deliver an exceptionally high-level service, ensuring a seamless experience for clients and visitors.

This role involves working collaboratively with various teams/departments across the London and international offices. This is an 8.30 a.m. – 5 p.m. weekday shift, working alongside one other Receptionist, the flexibility to work overtime/swap shifts is necessary.

JOB RESPONSIBILITIES:

• Meeting, greeting and interacting with clients and visits.
• Answers office telephone calls in a prompt fashion, forwarding and taking messages in a professional manner following Firm greeting standards.
• Effectively manages the email inbox for Reception, replying promptly to inquiries, and efficiently handling numerous emails with new booking requests or changes and sees them through to completion.
• Always keeps reception area and desk clean and tidy.
• Maintains and updates the reception information manual and standard operating procedures documentation.
• Liaises with building management and deals with access control to offices, including liaising with building security for access and new security passes.
• Keeps updated information about partners and staff and ensures awareness of whereabouts, travel and visitors and serves as a regular liaison with the international offices regarding conference room needs.
• Assists the international offices with arranging visits to the London office, including booking airport taxis, and office space etc.
• Processing and confirming all conference room requests, using the in-house booking system (Rendezvous), in a timely manner.
• Creates floor plans and layouts using Visio software in a timely and efficient manner.
• Liaises with the IT and Office Services team regarding audiovisual and facilities.
• Performs checks throughout the day and re-stocks conference rooms ensuring that the rooms are set to a high standard as per Firm checklists.
• Coordinates all services and needs (e.g. food & beverage, audiovisual, facilities, signage, materials, security floorplans and creating dietary menu cards)
• Coordinates ordering in-office catering, sends out daily catering reports using Rendezvous and assists the Housekeeper when needed.
• Oversees conference room set-up and break down after use, as required.
• Oversees in-office meal orders (including picking up deliveries from building reception if required), liaises with vendor, troubleshoots and checks bookings against invoices.
• Conducts research and review of restaurants and services.
• Liaises with contractors and coordinates deliveries of items, such as flowers, newspapers, and catering supplies.
• Liaises with various catering companies, maintaining a positive relationship.
• Manages reception/conference centre related invoicing and events/hospitality expenses.
• Provides event administrative support to the Events & Hospitality Manager as needed.
• Performs other duties as assigned.