Receptionist

Job Title

Receptionist

Job Description Summary

The receptionist will be responsible for the provision of front of house services at Paddington. The position involves communicating with staff, visitors, contractors and general duties including providing administration support to the site Facilities Operations team. This role holder should demonstrate excellent administration, communication, interpersonal and customer services skills with all levels of the operation/organisation and have good working knowledge of reception and associated duties.

Job Description

KEY RESPONSIBILITIES:

Reception

• General front of house reception duties including administering the visitor management system, meeting and greeting visitors and contractors and issuing visitor passes and access cards as required.
• Ensuring visitors are aware of site health & safety related matters including fire evacuation procedures.
• Managing the switchboard for incoming calls and transferring calls appropriately.
• Liaising with building receptions and loading bays as required, for deliveries, parking and booking in contractors.
• Liaise with cleaning and security team forwarding any instructions/messages or incidents to appropriate members of the team.

General Administration

• Assist the new starter process including scheduling of inductions, preparation of ID photos, issuing authorised access cards, ordering business cards etc. and providing general assistance as required.
• Responding to staff requests and queries.
• Preparing daily post for collection, including daily vShipping /courier collections administration.
• Assist operations team with administrative duties such as raising purchase requisitions, invoice verification, filing, scanning and archiving.
• Using in-house systems such as ServiceNow (Helpdesk), V-Learn (Training), vShipping (Courier), Concur (Expenses) iProcurement (Requisitions & Invoicing) and Travel.
• Monitoring and distributing enquiries email box to relevant departments.
• Assist the operations team with site activities and events.
• Assist with other general duties and ad-hoc tasks as required by operations management team including events, ordering, calendar management and reception procedures updates.
• Environment, Safety & Security
• Monitor general access via reception, issuing visitors and contractors etc. with appropriate passes.
• Ensuring visitors/contractors are collected by host and badges/access cards are returned when leaving the premises. Issues ID passes for International staff.
• Assists with security audits of ID passes.
• Assist with weekly fire alarm safety checks and records.
• Participate as part of the operations emergency team; including printing roll call lists and assisting the evacuation process.
• H&S compliance for areas of responsibility ensuring all documentation electronically and/or written is up to date and correctly filed.
• Contributes to the Environmental Management Program

TECHNICAL AND COMMUNICATIVE SKILLS:

• Ability to communicate clearly and effectively with visitors, contractors, staff and vendors at all levels.
• Excellent customer services skills to offer help and support at all levels.
• Displays good self-organizing and multi-tasking skills.
• Exercises independent judgment, responding to changing business requirements.
• Possesses excellent computer skills, particularly with Microsoft office.
• Displays working knowledge of general business processes.

PREFERRED EDUCATION AND EXPERIENCE:

• Minimum 2 year experience in a front of house reception role.
• Experience in customer service.
• Experience of administration duties.
• The role is 8:00 – 17:30 with 1-hour lunch and an additional 15-minute break am & pm.

Cushman & Wakefield is an equal opportunity / affirmative action employer. All qualified candidates will receive consideration for employment without regard to ethnicity, gender, gender identity or expression, sexual orientation, age, disability, religion, marital status, or any other legally protected characteristic. Cushman & Wakefield is committed to equity in employment, and our goal is to have a diverse, inclusive and barrier-free workplace. If you are a person with a disability and need any other accessible accommodations during the hiring process, you are invited to bring this to the Talent Acquisition Advisor’s attention once they have made contact.

INCO: “Cushman & Wakefield”