Receptionist & Office Administrator

Job Title: Receptionist & Office Administrator

Location: Mayfair

Contract Type: Temporary

Duration: 2 weeks, 7th - 18th September only

Pay: 15- 15.50 per hour

Working Hours: Monday to Friday, 8:30am - 5:30pm

The Role:

As a Receptionist and Office Administrator, you will play a crucial role in creating a positive first impression for all external guests and international visiting colleagues, as well as supporting the London team with their requests, ensuring seamless office operations. Your responsibilities will include:

• Managing the reception desk and being the first point of contact for all visitors and overseas staff, ensuring a warm and professional welcome.
• Offering support to all guests - Ensuring offering refreshments, making necessary bookings, communicating with IT support regarding any technical assistance that may arise.
• Managing all areas of the office to maintain and clean and organised office environment.
• Answering incoming calls, forwarding calls and taking messages where needed.
• Organising office client catering where needed.
• Notifying the relevant contacts promptly of visitor arrivals, ensuring smooth communication within the organisation.
• Maintaining a clean and well-presented meeting room environment for a professional atmosphere, before and after all meetings.
• Scheduling meetings outside / in house, assisting in organising meeting room bookings and ensuring efficient use of meeting room suites, along with assistance in organising calendars where needed.
• Assisting visitors and employees with hotel bookings and local ground transportation where needed.
• Managing and coordinating visitor access cards, maintaining accurate records, and ensuring a secure and efficient sign-in process.
• Handling internal and external emails, promptly responding and forwarding them to the appropriate recipients.
• Sorting incoming and outgoing post, ensuring timely and accurate distribution.
• Replenishing stationery supplies to ensure availability for staff and working with the vendors where needed.
• Managing the pantry by restocking drinks, fruits, and snacks, ensuring a pleasant and comfortable environment for all.
• Placing weekly orders for refreshments and coordinating their delivery & working with the vendors if any problems arise for a smooth weekly process.
• Ordering stock and maintaining the water and coffee machines, cleaning and arranging maintenance where needed.
• Booking Couriers and passing all documentation onto the courier provider and any internal stakeholders.
• Coordinating where needed with the office cleaners. Ensuring maintaining a good relationship with them for both daily & evening cleans and taking necessary actions where needed if any issues may arise.
• Serving as the primary point of contact with the building's reception team, fostering positive relationships and addressing any facility-related concerns, (e.g. Ventilations, heating systems and any tasks that may arise).
• Internal communicating within the office for a smooth and tidy working environment.
• Assisting the Executive Assistant or wider team with any administrative or social/event related tasks as required.
  

What We're Looking For:

• Excellent and articulate communication skills and the ability to work collaboratively with diverse teams.
• Strong experience working within a front of house / reception function within a corporate or luxury environment is essential.
• Confident administrator with high attention to detail.
• Proficiency in MS Office packages, including Outlook and Excel.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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