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Main Duties and Responsibilities
- Welcome visitors by greeting them, in person or on the telephone, dealing with queries, screening calls and forwarding to the correct department.
- Monitor visitor access, ensuring visitors sign register.
- Issue visitor badges to all visitors and ensure they are directed to the correct destination.
- Ensure knowledge of staff movements in and out of the organisation.
- Organizing pick ups for couriers on a day to day basis.
- Managing post – collect post every day from tenants, frank post and have ready for collection from reception. Receive and sort mail and deliveries.
- Liaising with Facilities Manager on a day to day basis.
- Updating financial records and creating Purchase orders on QFM.
- Answering telephones, screen/direct calls, message management.
- Maintaining a preventive maintenance planner for a number of sites and making sure services are completed when they are due and keeping track of service reports.
- Liaising with Technical Services team on a day to day basis.
- Organise conference and meeting room bookings.
- Coordinate meetings and organise catering.
- Completing cleaning checks on a weekly basis of entire building and making sure building is kept to a high standard on a day to day basis.
- Control inventory relevant to stationery and reception area.
- Ensuring reception areas are kept tidy, managing flower arrangements etc.
- Placing call outs with contractors.
- Liaising with facilities staff from a number of tenants and coordinating works.
- Contract administration for sub-contractors.
- Organizing quotes for repair works from sub-contractors.
- Maintaining a helpdesk log every day.
- Assist our client with administration and clerical duties along with providing general day to day administration and clerical support.
Person Specification
- Excellent customer service skills.
- Ability to work with and part of a team.
- Ability to plan, prioritise and work to strict deadlines.
- Good communication and interpersonal skills with a strong customer focus both internally and externally.
- Experience in a similar role essential.
- Experience of working in a office environment essential.
- Basic understanding of invoices and purchase orders.
- Working knowledge of Microsoft word, excel and outlook.
- Third level qualification.
- At least two years relevant experience.
REF: 11753