Job Description

You will be the first person a visitor meets or speaks to on the telephone, therefore your primary role will be to make that all important excellent first impression by demonstrating a high level of customer care, professionalism and engagement as well as vetting the guests who enter and managing according to the building procedure. You will be responsible for creating a positive experience for each visitor as well as assisting with the visitors for the building occupiers.

• Meet and greet all visitors in line with Perception standards.
• Signing in visitors with according to standard procedures
• Announce visitors as appropriate in line with the team agreement.
• Assist visitors and occupiers with queries in a knowledgeable and professional manner.
• Proactively offer additional assistance as and when required.
• Use the guests' name as appropriate during conversation.
• Liaise with building cleaners, security, engineers and facilities when required.
• Assist with on-boarding new starters, ensuring the client's new hires receive a professional and efficient welcome to their premises
• Operate the switchboard in a warm, confident and friendly manner in line with Perception standards. Answer, screen and forward calls accordingly.
• Manage meeting rooms via a dedicated mailbox on a computerized meeting room booking system.
• Check, read and action emails regularly on a timely basis. That includes creating and managing appointments on MS Outlook
• Monitor meeting rooms usage and ensure bookings are cancelled if not required
• Assist in the co-ordination and preparation of meeting rooms
• Have an eye for detail and checking rooms are tidy all throughout the day.
• Answer the telephones in a friendly, timely and professional manner in line with Perception standards.
• Carry out administrative tasks and duties as and when required (photocopying, printing, booking taxis etc.)
• Booking catering facilities – organize lunches and liaise with the catering team
• Adhere to the site's safety and security procedures and regulations as set out by management.
• Manage the access control system and authorize temporary passes when required
• Represent the business with a positive attitude and professional appearance
• Report any maintenance issues in the reception and common areas to the Facilities Helpdesk and follow up accordingly
• Liaise with the team and provide first line support
• Deal with any questions or queries and escalate where appropriate to the Front of House Manager
• Provide appropriate training for the Executive Support Team
• Update reception manual on a monthly basis and send to you line manager.

Required Knowledge, Skills, and Abilities

• Excellent communication skills, both verbal and written, and a telephone etiquette.
• Professional and enthusiastic manner.
• To take ownership and pride in your Reception area.
• To take a leading role in your own personal development.
• To work in a flexible manner toward and changes/needs of the business.
• Ability to multitask and deal with your clients and visitors in a professional manner at all times.
• Able to adjust quickly to new procedures and situations.
• Excellent customer service skills.
• Ability to communicate at all levels.
• Understanding of corporate working environment (Essential).
• Excellent Microsoft skills in Word, Excel and Outlook, (2010 version is desirable) IT literate (essential).
• Speed Typing (Desirable).
• Innovation Concepts and forward thinking.
• Previous Experience with a Front of House Management system