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About the Role
The Receptionist plays a vital front of house role at Vanguard, delivering a professional, welcoming, and consistent experience for crew, visitors, and external partners. This role is responsible for managing reception operations, visitor coordination, meeting room support, and associated administrative activities while upholding Vanguard’s values, security standards, and service excellence.
Responsibilities
- Act as the first point of contact for all visitors, providing a warm, professional, and consistent welcome
- Manage visitor arrivals and departures, ensuring all guests are preregistered and hosted in line with security and GDPR requirements
- Notify meeting hosts promptly of guest arrivals via Microsoft Teams and ensure guests are comfortably accommodated while waiting
- Offer refreshments (tea, coffee, water) and support meeting room readiness and presentation
- Manage the reception desk and switchboard, answering and transferring calls professionally and efficiently
- Accurately direct internal and external enquiries, using judgement to route matters appropriately
- Maintain reception coverage in line with agreed shift patterns and always ensure continuity of service
- Maintain the daily reception and meeting room calendar, ensuring accuracy and visibility across teams
- Coordinate meeting room requirements, including AV, catering, and room setup, working closely with Facilities
- Update facilities teams on last-minute changes or urgent meeting needs
- Monitor and manage reception inboxes and shared calendars
- Support day-to-day office administration tasks as required, including ad-hoc support for events or senior visits
- Handle incoming post in line with Vanguard security and GDPR standards, escalating where appropriate
- Always maintain confidentiality and discretion
- Build strong working relationships with Office Management, Facilities, IT, Security, and admin colleagues
- Provide holiday and sickness cover within the reception and admin team as required
- Contribute to continuous improvement of reception processes and service delivery
Requirements
- Previous experience in a reception, front-of-house, or customer-facing role within a professional environment
- Strong interpersonal and communication skills, with confidence engaging at all levels
- Excellent organisational skills and attention to detail
- Ability to manage competing priorities in a fast-paced environment
- Proficient with Microsoft Outlook, Teams, and basic office systems
- A calm, professional approach with strong judgement and integrity
- Service-oriented with a strong sense of ownership
- Approachable, reliable, and discreet
- Adaptable and resilient when dealing with changing priorities
- Comfortable working as part of a close-knit team while taking personal accountability
- Vanguard is not offering visa sponsorship for this position
Skills
- Microsoft Outlook
- Microsoft Teams
Location
- London
Work Type
- Full time
- Onsite
About the Company
- At Vanguard, you’ll be part of a company that values integrity, collaboration, and doing what’s right for our clients and crew.
- Reception plays a critical role in shaping the daily experience of those who work and visit our offices, and this role offers the opportunity to make a meaningful impact every day.
Equal Opportunity
- Vanguard’s continued commitment to diversity and inclusion is firmly rooted in our culture. Every decision we make to best serve our clients, crew (internally employees are referred to as crew), and communities is guided by one simple statement: “Do the right thing.”
- We believe that a critical aspect of doing the right thing requires building diverse, inclusive, and highly effective teams of individuals who are as unique as the clients they serve. We empower our crew to contribute their distinct strengths to achieving Vanguard’s core purpose through our values.
- When all crew members feel valued and included, our ability to collaborate and innovate is amplified, and we are united in delivering on Vanguard's core purpose: to take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.