Business Support Administrator Job Description
Our client are a small London based team (20-25 in the office) for a membership organisation with an out of London HQ - this role is 32 hrs per week - Mon - Thurs 8.30am - 5.30pm with no requirement to work on a Friday
Role Outline
To provide a high level of professional and courteous reception service to all staff and clients visiting the building. To answer all calls in a polite and friendly manner promptly and efficiently. Provide support to the office and take the lead in Facilities Management to ensure all the London office needs are fully met. Undertake a proactive role to ensure the smooth running of the office
Role Responsibilities
Primary
*Meet and greet all visitors in a professional, welcoming and friendly manner,
ensuring all visitors are signed in, in accordance with health and safety
regulations
*Answer all internal/external calls promptly, transfer calls/take detailed messages as required
*Oversee meeting room schedules, make bookings when requested and resolve
meeting room conflicts accordingly
*Update the membership portal with visitor information for visibility by the membership team
*Order catering/lunch for on-site meetings as requested by the meeting facilitator
*Sort all incoming post and distribute to members of staff
*Receive and sign for deliveries and arrange/handle collections
*Arrange outgoing post and prepare recorded and special deliveries
*Arrange for couriers and taxis
*Responsible for ordering, monitoring and replenishing all office supplies and
stationery
*Request maintenance and report faults for office equipment - printers,
copier, inside and outside the building
*Monitor enquiries and all meeting rooms inboxes
*Take part in jointly monitoring the reception inbox and calendar
and keep it up-to-date
*Take the lead in Facilities Management to ensure all office needs are fully
met
*Liaise and coordinate with external contractors (e.g. refurbishment)
Secondary
*Supporting wider business support activity when required:
o Meeting room preparations (VC, Conference, IT)
o Tea/Coffee, lunch provisions
*Storeroom management
*Assist with internal staff events
*Make suggestions where improvements could be made
Budget Responsibilities
*None
Reporting Structure
The role directly reports to the HR Director & Company Secretary
Skills & Competencies
*Previous reception/front of house experience
*Knowledge and proficiency in Microsoft Outlook, Word and Excel is required
*Ability to communicate with people at all levels confidently and professionally
*Polite, friendly and well spoken
*Self-motivated and using own initiative
*Excellent time keeping skills
*Proactive approach to work
*Excellent organisational ability
*Attention to detail
*Ability to multitask and prioritise workload
Benefits
Benefits include bonus, pension, private health insurance, season ticket loan, cycle to work scheme