• Senior Receptionist

  • Department: Front of House     
    Location: London
    Reports To: Reception and Front of House Manager

    Key Purpose of the Job:

    A professional Front of House role in a busy London VFX studio, helping to manage all aspects of a busy Reception area and acting as a first point of contact for those internal and external to the business.

    Key Responsibilities:
    • Greeting visitors, offering them refreshments and directing them to the right contact
    • Managing visitor access to the building and carrying out security checks
    • Regulating the visitors book, printing and distributing security cards to staff
    • Managing a busy telephone switchboard, answering calls and taking messages alongside the other
    • Screening phone calls for senior members of staff
    • Allocating conference call lines and issuing dial-in details
    • Answering email queries
    • Managing the meeting room booking system in collaboration with the other Receptionists and the PA/TA
    Team, proactively seeking solutions for room booking clashes
    • Organising both domestic and international business travel, including flights and accommodation
    • Working collaboratively with the Executive Assistant and the PA/TA team
    • Helping to keep telephone lists and staff contact details up-to-date
    • Booking couriers, taxis and bikes
    • Raising Purchase Orders and maintaining accurate records of all expenditure
    • Signing for post and logging incoming/outgoing drives
    • Keeping the Reception area clean and tidy at all times
    • Managing daily newspapers and magazines in the Reception area
    • Carrying out health and safety checks of the Reception area and building access points
    • Acting as a fire warden during tests and in emergency situations
    • Checking and responding to activation of fire alarm panel
    • Assisting the Facilities Team with day-to-day administrative tasks such as event co-ordination, procurement
    projects, internal announcements/publicity and ordering flowers and other gifts
    • Providing ad hoc assistance to internal departments with administrative tasks

    Knowledge, Skills and Experience

    • Minimum of 1 year’s Reception experience in a large organisation

    • Excellent oral and written communication skills and the ability to professionally represent the company
    • An excellent telephone manner and experience of managing a busy phone system
    • Confident, polite and friendly with strong customer service skills
    • Ability to multitask and remain professional under pressure
    • Experience of dealing with people of all levels of seniority within a business and external to a business
    • Ability to exercise discretion in dealing with confidential or sensitive matters
    • Excellent attention to detail
    • Knowledge of Excel, Word, and email

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