Corporate Receptionist in City of Westminster

Would you like to join our fast-growing friendly team, to use your outstanding customer service skills in providing exceptional corporate reception services?

If you are committed to delivering a high level of performance Reception UK would love to hear from you. Reception UK is an established reception and concierge service, and our people believe first impressions count and we take great pride in being known for our attention to details and service excellence. Our vision is to create a reception/concierge service that's unique, bespoke and tailored to our clients' requirements with a focus on superb customer service.

One of our prestigious buildings in London, requires an exceptional Corporate Receptionist. You would be expected to be able to work independently and take charge of any building issues, with the long-term scope of progressing into more building management duties. Presenting and providing the best-in-class customer service and front of house management skills. Professionalism is key!

Scope and Accountability:

The Receptionist is responsible for the quality of the service provided, ensuring that they create a positive 5 star impression for all organisations. They are required to prioritise their own day to day work and will refer complex problems or queries to their Building Manager/Line Manager/Facilities Manager.

Main Responsibilities - Front of House

As the key Front of House resource, the Receptionist will provide a welcoming, helpful and professional first point of contact to all callers and visitors-First impressions are extremely important.

Provide a high-quality service that ensures that a positive impression is given whilst remaining proactive when faced with problems or queries.

Organise meeting rooms and tidy when each meeting has finished ready for the next event.

Offer visitors Water, Tea and Coffee where applicable. Order food when required.

Answering all incoming telephone calls and resolving queries ensuring accurate, comprehensive, and relevant information is provided. Ensure all callers feel valued and prioritised and where colleagues are not available or point of reference not clear, take messages and provide a follow up.

Meet and greet all visitors to the building (colleagues, managers, tenants, landlord representatives and members of the public), providing a friendly, efficient, timely, professional, and welcoming environment. Direct to appropriate facilities or staff member as required.

Ensure the daily list of visitors is kept in reception and that all visitors sign in and out of the building.

Key management procedures must be adhered to.

Keep the reception area well presented, tidy and uncluttered, ensuring the reception administration is up to date.

Monitoring and ordering office supplies and maintaining office equipment in the reception area.

Assist the Office Manager in the day-to-day running of the building to deliver operational activities in line with agreed service levels/management agreements, associated legislation and compliance.

A clear focus will be applied to general management of the building, security, safety, compliance and managing contractors.

Contractors- Oversee any works that may take place, inspect and report back to BM once works are completed, ensuring tenants are updated on client's request.

Monthly newsletters are to be agreed with client, ensuring they are informative, fun, interactive and elevates tenant liaison.

Know your area- restaurants, pubs, nearest station with directions and any local areas of interest.

Provide discounts with local amenities for tenants.

Arrange Dry cleaning service for pick up and drop off, no monies to be exchanged by the Receptionist.

Flower ordering where required by the client.

Minimum 2 x pop up stalls to be arranged for reception area per month.

Monthly events to be arranged and managed.

Control of Services

Reception

The Receptionist will assist with ensuring that Health and Safety procedures are strictly adhered to and maintain and produce up to date Health and Safety records, e.g. near misses, accidents, incidents, observations.

Ensure all visitors are directed to their correct destinations within the building after signing them in.

Assist security with key registering, recording incidents and any additional reporting required including police liaison when necessary.

Manage the visitor fobs efficiently and report missing ones to the necessary Manager.

Manage key fobs - create access cards and delete as needed.

To conduct regular check calls with control in accordance with the site assignment instructions.

Always have a positive attitude and friendly persona.

Cleaning

Report cleaning faults and issues to the on-site cleaning staff.

Ensure the buildings cleaning specifications are followed and all work is carried out to the standards expected.

Advise the BM of any areas of concern with the on-site cleaning team.

Repairs

Notify the maintenance team and BM of any repairs that are required in the building.

Keep a record of all reported faults in the building and what procedures have been taken.

Building Works

Prior notification must be given to allow contractors access along with identity of building contractors on site and description of works being carried out.

Liaise with onsite building contractors to ensure minimum disruption to the tenants - work with the security team.

Report and record any noticeable/reported damage to the premises together with any anticipated problems along with what procedures have been taken.

Ensure that any contractors working directly for tenants adhere to the regulations governing the common part areas.

Oversee general maintenance of the site, ensuring common areas and grounds are kept to the required standard while working with contractors.

To monitor and control contractors working on-site in accordance with client instructions.

Reporting Responsibilities

Report on all staff matters including training, discipline, absence and non-performance of contractors.

Report any Health and Safety issues to the BM.

All defects within the building need to be logged and reported.

The Receptionist will ensure that they are familiar with the following requirements within the property and report accordingly:

Detail of Fire alarms tests/fire drills etc.

Breakdown and failure of plant.

Any items of disrepair at the building including action taken.

Movements of equipment/furniture belonging to the Landlords or tenants.

Apparent breaches of covenant by lessees.

Apparent reduction in staffing levels or changes in behaviour of tenants.

Any accidents or other incidents.

Meter readings

Tenant Liaison

The Receptionist will be required to maintain contact with the appropriate Management of each tenant and deal with requests, complaints and all other incidents such as emergencies and disruption due to building alterations as they occur. The importance of a firm but diplomatic relationship with tenants at all levels is needed.

To be the initial liaison with tenants, client representatives, emergency services, external agencies and members of the public and assist as necessary.

To create newsletters, arrange pop up stalls and monthly events.

Monthly social media posts including pictures of events.

Improvements

The Receptionist will be expected to keep all services under review and make recommendations and implement improved services whenever these are feasible having regard to lease restrictions and budgetary considerations.

Experience of working in a similar role or industry

• Exceptional personal presentation
• Good health and safety knowledge and day to day application
• Team supervision
• Liaison with contractors
• Excellent communication skills (oral and written) - Ability to read, understand, apply and communicate written materials, e.g. policies and procedures, fire drill instructions.
• Used Microsoft office or other IT and digital platforms.
• Ability to work on own initiative, within a pressurised environment.
• Highly developed organisational skills
• Good Interpersonal skills to sustain effective relationships and partnership working with all stakeholders
• Seek opportunities and finds solutions to blockers