Responsibilities

Reception

• Monitor the reception email, replying to messages in a timely manner.
• Meeting and greeting of clients and colleagues in a professional and polished manner.
• Escorting clients to their meeting rooms and offering refreshments.
• Booking couriers.
• Monitor incoming post and courier deliveries, the use of a franking machine, and ensure outgoing post is ready to be picked up every afternoon.
• Liaising with building maintenance on any jobs that need to be done.
• Collect daily newspapers from building security in the mornings.
• Ensuring the kitchen area is tidy and canteen stocks are adequate, restocking when necessary.
• Booking lunches online and setting up the meeting room for lunches.
• Assisting other support staff with ad hoc duties as necessary.

Switchboard

• Handle all incoming and outgoing calls in a warm, confident, and polite manner.
• Where appropriate, ensure all callers are directed to the appropriate person or department.

Meeting Rooms

• Ensure the reservation of meeting rooms is performed via Outlook calendars and managed appropriately.
• Adjusting and rearranging meeting rooms as required to ensure maximum efficiency.
• Setting up meeting rooms to the required standard and clearing down when necessary, after meetings.
• Ordering lunches, preparation, and set up in the meeting room.
• Responsible for making sure the reception and meeting room areas are always neat and tidy.
• Ensure the clocks are set correctly and meeting rooms are stocked up with stationery weekly.
• Assist with internal and external conferences, functions, and events and occasional out-of-office hours events (once or twice per year).

Security

• Using an in-house system, you will keep the security reception team for the building updated with details of any guests expected.
• Ensuring the staff swipe card database is accurate and kept up to date, notifying the building security team of any lost or damaged cards, and arranging cards for new staff members.
• Ensuring that only authorised visitors enter BII’s offices.

Technical Skills

• Competent in Microsoft 365, Outlook, TEAMS, Word, and Excel.
• Confident handling video conference technologies (Zoom/TEAMS/WebEx).
• Proven experience submitting accurate expense/invoice claims and data (Concur experience desirable).

Office Management

• Assist Facilities Manager and Head Receptionist with the following:
  • Acting as fire wardens and first-aiders.
  • Logging issues and liaising with IT for technical support for meeting rooms.
  • Reporting of equipment faults and Health & Safety issues to the Facilities Team.
  • Ordering of catering supplies and associated consumables.
  • Process invoices and expenses.

The Candidate

Background, Skills, Aptitude

• Demonstratable reception experience and ability to work in a team.
• Excellent communication skills and telephone manner are essential.
• High level of social and diplomacy skills.
• Confident, cheerful, and resourceful team-player.
• Experience of working in a varied reception role that can have very busy moments and quiet moments.
• Strong IT skills.
• Ability to build rapport with others internally and externally.
• Flexible and adaptable.
• Ability to stay calm under pressure.
• Attention to detail, especially checking and making sure rooms are perfect each time.
• Passion for service excellence.

Personal Skills

• Communication: Appropriate written/verbal communication to effectively carry out the role.
• Team Working: Collaboration with the own team and the larger employee community.
• Results Focus: Drive to achieve objectives/results.
• Personal Effectiveness: Organising self/teams to meet agreed deadlines.
• Influencing/Persuading: Ability to obtain agreement and cooperation in a ‘win-win’.

Reception Hours

Reception opening hours are from 08h00 to 18h00. Receptionists are required to work 9-hour shifts with a one-hour lunch break as follows on a rota basis:

• 0800 – 1700hrs
• 0830 – 1730hrs
• 0900 – 1800hrs

The role will involve undertaking work out of normal office hours, assisting mainly but not limited to internal and external conferences, functions, and events.

Our Cultural Values

We look for team members who aspire, as we do, to work at our best and to be:

• Impact-led, commercially rigorous.
• Tenacious in the face of challenges.
• Collaborative and caring.

British International Investment is committed to diversity and inclusion and welcomes all applicants regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, or educational background.

Please provide a cover letter with your application

Salary: Competitive