Receptionist

Rewards And Benefits On Offer

• Immediate start date.
• Varied and interesting job role.
• Great resources.
• Great team culture.
• Any support required is provided.

The Company you will be working for;

Our client is an established and successful company based in Hartlepool. They are currently looking for a Receptionist to join their team. If you are interested and meet the person specification of the job role, please apply below.

The Job Youll be Doing;

• Operate the telephone switchboard onsite, ensuring that all telephone calls are handled efficiently giving consideration to the highest levels of customer care. Being a gatekeeper to members of the Executive Management Team and Board, ensuring messages are forwarded promptly with Executive Assistant to the Board in copy.
• Maintain and update contact lists regularly to ensure up to date information is available.
• Receive visitors to the company, ensuring that their arrival and departure is recorded and that they have a valid Induction before being permitted into the facility.
• Maintaining and issuing of appropriate PPE to site visitors to ensure safety compliance and any local Port procedures.
• Co-ordinate car hire and taxis, maintaining accurate records against approvals, for internal and external customers, ensuring collection is on time and in an efficient manner including the arrangement of transport for TFK Group employees when in the UK.
• Support the efficient processing of expenses, via the electronic expense system, Concur, for senior managers based locally, as agreed by your Line Manager, and provide reports if needed and/ or requested.
• Support the Executive Assistant to the Board with travel arrangements when required for Board Members, Executive Management Team and members of the Senior Management Team.
• When team members are on site, and requests are made, prepare presentations for meetings, provide minutes as necessary with confidential scanning and photocopying, as and when required
• To read, understand and conform to the company Travel policy in order that stakeholders can be advised accordingly, when necessary.
• Meeting room management ensure conference rooms are cleared and tidied at the end of each day, refreshment (water/coffee, etc) provided where necessary and cutlery stocks monitored and purchased as required.
• Arrange catering for external clients and/or visitors, where approvals have been provided, together with the booking of conference rooms to guarantee a high level of customer care whilst on site, plus ad hoc internal Christmas buffet lunches, monthly lunches, etc, whilst also maintaining records for any auditing purposes.
• Maintain various registers for inductions, permits, Short Term Business Visitor Visas and vehicle logs to ensure compliance with internal auditing purposes.
• Responsible for the sites petty cash, if held on site, in keeping with Finance procedures including the sorting and filing of invoices from in-coming post.
• Co-ordinate the purchase and issuing of stamps, maintaining controls mechanisms and records of purchase, for the facility to guarantee the prompt delivery of post to and from the company and ensuring that incoming post is distributed across the facility in a timely and efficient manner.
• Respond to emergency procedures as a designated Fire Warden, e.g. ensuring visitor logs are removed from the building and available for checking.
• Operation of the tannoy as required for alarm testing procedures.
• Responsible for the replenishment of site amenities including stationery and vending facilities ensuring stocks are readily available for internal and external customers, maintaining accurate records against all purchases.
• Responsible for the collation and ordering of all PPE, ensuring the correct completion of order forms including the necessary approvals and that subsequent records are maintained to ensure spend is within budget on an annual basis.
• In collaboration with the HR team provide efficient and effective support for the employee life cycle including but not limited to the arrangement of interviews with prospective candidates, reference requests and the issuing of fobs for new starters to gain entrance to the facilities and time management purposes, as applicable, updating internal HR systems as appropriate.
• In addition to the above responsibilities, the role holder is required to be flexible in relation to travel and support of other company locations, as well as having to undertake such duties and responsibilities as may reasonably be required from time to time and as requested by the Line Manager.

About You;

• Excellent interpersonal skills
• Good working knowledge of Microsoft Office including Word, Excel and PowerPoint
• Prior experience within a Reception or customer service environment with the organisation and booking of travel, hotels etc.
• Able to evidence a good standard of spoken and written English
• Accurate typing and data entry skills
• A desire to achieve a high level of customer service
• Able to work on own initiative
• Good listening skills
• Organisation skills with the ability to manage own time and workload effectively
• Ability to adapt in a fast-paced changing environment.
• Data entry experience
• Problem solving ability
• Able to evidence a good standard of spoken and written Polish
• Relevant business administration or customer service qualification at Level 3 or equivalent

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