PA Support / Receptionist
Contract
London
To cover front desk duties and assist the facilities team on day-to-day activities ensuring both employees and visitors benefit from an efficient front of house team. The role is to conduct daily reception duties including checking visitors in, entry and exit protocols including issuing of security passes, operation of the office main switchboard and post room activities. Manage meeting rooms and hot desks and manage these as needed.
Provide ad hoc PA support to visitors and members of the Aviation team as needed. These will include, but will not be limited to, booking travel, diary management and ad hoc administrative tasks.
Responsibilities
* Attend to visitors to ensure that their needs are met, including meeting attendees and hot desk users
* Making tea/coffee for external visitors as needed
* Assisting PA’s with lunch orders, both placing orders and setting up lunches as needed
* Management of screening and re-directing incoming calls appropriately
* Post room activities ensuring all incoming, outgoing post and couriers services are completed on a daily basis
* To assist hosts booking in visitors, meeting rooms and hot desks as necessary
* Booking Taxi’s as required
* To welcome and greet visitors and contractors to the site
* To consistently deliver better efficiencies and processes to enable the business to operate more effectively
* Ensuring all visitors receive a positive experience when visiting the office
* Maintain an accurate list building pass holders and inform your line manager of passes requiring deactivating
* To promote and educate visitors on local and site Health & Safety
* Provide PA Support as needed, including, but not limited to booking travel, filing, diary management
* Ensure Company health, safety and environmental procedures are implemented and complied with at all times.
* To provide support to the PAs and wider employees to ensure effective meeting room utilisation
* Purchase stationery, office equipment and kitchen consumables as required
* Additional ad-hoc secretarial/administrative tasks as required
Requirements
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Competent user on MS Windows operating system
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Competent user on MS Office suite - including Word, Excel and PowerPoint
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Competent user on internet and email systems using MS Outlook
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Able to quickly learn new computer programmes and techniques provided
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Excellent people skills
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Excellent customer focus
* Excellent team worker
* Excellent diplomacy skills
* Ability to liaise with a wide range of people professionally, confidently and competently
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Ability to build relationships with employees and external stakeholders quickly