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About the Role

As the Receptionist / Office Administrator, you will be the warm, welcoming, and engaged point of contact for occupiers, visitors, and clients. You will oversee essential office functions, optimize meeting room usage, and manage daily operations, working closely with the Head of Operations.

Responsibilities

• Take full ownership of the reception and associated areas, ensuring they are kept in the best possible order.
• Liaise with cleaners, facilities, and other departments as necessary.
• Ensure the reception area and communal spaces are well-maintained and presentable.
• Support internal events and office gatherings, coordinating logistics and refreshments.
• Oversee meeting room bookings for efficient allocation.
• Manage all incoming and outgoing post, sorting and distributing mail.
• Coordinate appointments and meetings.
• Serve as the primary point of contact for facility-related issues in the absence of the office manager.
• Assist the office manager in planning and managing local office projects, moves, and reconfigurations.
• Book travel, transfers, and accommodation as required in the absence of the office manager.
• Liaise with Board Members' administration staff for meeting arrangements in the absence of the office manager.
• Monitor and ensure office housekeeping and cleanliness to the highest quality.
• Manage stock levels for kitchen, stationery, and office supplies.
• Act as the first point of contact for visitors, managing the front desk, greeting visitors, and recording incoming customers/suppliers.
• Field and direct calls, post, and other communications.
• Manage vendor engagement and supplier relationships.
• Undertake project administration to ensure timely completion within budget.
• Support the Head of Operations with projects, including data analysis and information gathering.
• Work closely with various departments to align facilities services with organizational objectives.
• Issue and distribute relevant group information to all staff.
• Manage the housekeeping and retrieval of archived boxes.
• Perform fire warden, emergency evacuation, First Aid, and Health & Safety duties as required.
• Ensure the St James folder, manual, occupiers procedures, and phone database are up to date.
• Deliver monthly reports and FOH data as required.
• Receive/answer calls promptly and efficiently, identifying caller requirements and transferring calls.
• Manage difficult or distressed callers calmly and professionally.
• Report accidents or incidents where appropriate.
• Stand to greet all visitors to the building.
• Adhere to St James policies and procedures, code of conduct, and emergency procedures.
• Act as a point of contact for HR-related office initiatives.
• Play an active role in P&C team meetings and team bonding activities.
• Undertake any other duties as deemed necessary to support the client, customer, colleagues, and St James.

Requirements

• Previous experience in delivering exceptional customer service is essential.
• Excellent command of the English language, both verbal and written.
• Experience using Microsoft Office, PowerPoint, and Excel is essential.
• Ability to manage schedules, meeting room bookings, AV of rooms, and office supplies efficiently.
• Exceptional interpersonal skills, flexible to work with a range of styles and personalities.
• High level of discretion and professionalism when handling sensitive information.
• Excellent punctuality, outgoing, and a can-do/proactive attitude.
• Willingness to be trained to obtain Fire warden, First Aid, and IOSH certifications if not already held.

Skills

• Customer service
• English language proficiency (verbal and written)
• Microsoft Office Suite (Word, PowerPoint, Excel)
• Schedule management
• Meeting room booking
• Office supply management
• Interpersonal skills
• Discretion
• Professionalism
• Punctuality
• Proactive attitude
• Fire warden duties
• First Aid
• IOSH

Location

• City

Work Type

• Full-time

Experience Level

• Not specified

Education Level

• Not specified

About the Company

• The building is located near Mansion House, Bank and Cannon Street Station.