Receptionist in City of London

At H.W. Kaufman Group, we are committed to providing unsurpassed service to insurance brokers, agents and carriers. Our mission is to make the lives of our broker and agent partners easier and more successful. We are fully dedicated to serving their unique challenges by providing access to coverage for difficult risks requiring innovative solutions on a regional, national, and international basis. Each of the distinct companies in Kaufman benefits from being a part of our global network. That collective connection allows us to better judge risk and provide the highest level of service to our clients and partners.

Our reception team provides a professional and welcoming front-of-house experience, ensuring that all telephone calls and visitors are responded to efficiently and treated courteously. They support with the smooth running of the reception area and assist with general administrative and facilities-related tasks. This is a part-time role (4 days per week) based in the office. We operate a rota system to ensure that reception is covered 08:15-17:15 each day Monday to Thursday (working pattern is either 08:15–16:15 or 09:15–17:15 with a 1‑hour unpaid lunch break). Please note that you must be available to start by the 5th May and you must be able to work unrestricted in the UK as we cannot provide visa sponsorship for this role now or in the future.

Duties and Key Responsibilities:

• Reception & Front of House

• Maintain a tidy and presentable reception area at all times.
• Greet and register visitors, liaising with building security as needed.
• Operate the reception desk and switchboard, ensuring calls and enquiries are handled promptly and professionally.
• Support meeting room bookings, set-up, and refreshments.
• Issue Gherkin passes for new starters and temporary staff.
• Handle incoming and outgoing mail, couriers, taxis (e.g., Addison Lee), and locker key distribution.
• Ensure consistent front desk coverage by adjusting start, finish, and lunch times as needed.
• Maintain a positive, professional, and approachable manner at all times.

• Provide general administrative assistance to the office as required.
• Support internal events and in-house meetings.
• Assist with office organisation and upkeep.
• Help manage stationery, toners, business cards, and other office supplies.
• Assist with ordering flowers, milk, fruit, kitchen consumables, and other regular supplies.

• Report building, maintenance, and cleaning issues.
• Monitor and follow up on reported issues to ensure timely resolution.
• Liaise with suppliers and service providers when necessary.
• Help replenish toiletries, hand soaps, and paper towels in office bathrooms.
• Assist with facilities-related consumables (e.g., coffee machines, zip taps, confidential waste, plants).

In addition, the jobholder may be required to perform other duties assigned by their Line Manager, as required by the needs of the business.

Attitude & Conduct

• Work as a team to ensure that the front desk is staffed at all times within business hours (08:15am to 5:15pm).
• Flexibility to adjust working hours when required by the business or to cover holidays.
• Ensure the front desk is always covered during early closures/events until staff leave the building.
• Discretion and confidentiality: handle information with care, ensuring it reaches only intended recipients.
• Create the best first impression of the company: polite, professional, and appropriately presented at all times.

Skills

• Confidence in dealing with all levels of staff.
• Excellent secretarial and administrative skills.
• Ability to use own initiative and prioritise workload to meet deadlines.
• Strong organisational and communication skills.
• Competence in IT, diary management, and document presentation.

Essential I.T. Skills:

• Competent in the use of relevant business and insurance technology systems; Outlook, Word, Excel, Teams.

Individual Conduct Rules:

• You must act with integrity.
• You must act with due care, skill and diligence.
• You must be open and cooperative with FCA, PRA and other regulators.
• You must pay due regard to the interests of customers and treat them fairly.
• You must observe proper standard of market conduct.