At a Glance
- Tasks: Be the friendly face of our office, managing visitors and supporting daily operations.
- Company: Join a dynamic team in a corporate environment focused on collaboration and support.
- Benefits: Enjoy competitive pay, training opportunities, and a vibrant workplace culture.
- Other info: Great opportunity for career growth and to develop valuable skills.
- Why this job: Make a real impact by ensuring a welcoming and secure environment for everyone.
- Qualifications: 2 years of reception experience and strong IT skills are essential.
The predicted salary is between 30000 - 40000 € per year.
We are seeking a professional, friendly, and highly organised Head Office Receptionist to be the first point of contact for visitors and staff. This role is pivotal in ensuring a welcoming and secure environment while supporting the smooth day-to-day operations of the site.
Duties and Responsibilities:
- Front of House
- Meet & Greet guests at Reception.
- Manage the visitor booking system.
- Liaise with the landlord building Reception team.
- Manage the Reception and Office Services inbox.
- Answer Reception telephones.
- Keep Reception area clean and tidy.
- Ensure all digital displays are working.
- Security and Site Access
- Daily administration of the Access control system.
- Manage the visitor access cards.
- Review Starter/Leaver forms and action when necessary.
- Print new cards when required.
- Assist with quarterly access control ‘Profiles & Cards’ audits.
- Liaise with the landlord Security team.
- Maintain card printer.
- Stock control and ordering security consumables.
- Meeting Room Management
- Daily administration of Cloudbooking system.
- First line support for any AV equipment issues.
- Assist staff with meeting room bookings (Checking In, Queries).
- Carry out regular housekeeping checks throughout the day.
- Inspect meeting room furniture.
- Help with meeting rooms set up changes.
- Arrange moveable wall maintenance.
- Health & Safety
- Assist with emergency evacuations and First Aid situations.
- Administration of Onsolve (Emergency evacuation communication tool).
- Carry out weekly H&S checks (on rotation with other team members).
- Carry out checks on defibrillators, ensuring battery and pads are in date.
- Assist with the collating of documentation for ISO audits.
- Order First Aid consumables.
- Post and Courier Services
- Order couriers on request.
- Manage outgoing post.
- Sort and distribute incoming mail.
- Ensure all important correspondence is passed on to the relevant teams.
- Maintain delivery storeroom, ensuring that items are not kept too long.
- Reconcile monthly courier statements.
- Office Support
- First line support for all FM related staff queries.
- Log and close tickets on department CAFM system.
- Order lunches on request.
- Consumable ordering (Stationery, Drinks supplies).
- Order staff business cards.
- Support the running of the office lease equipment (Coffee Machines/Printers).
- Assist with reactive maintenance, liaise with support company, react to alarms, leaks, etc.
- Assist with housekeeping and cleaning checks.
- Administration
- Help reconcile monthly departmental credit card bank statements.
- Order stationery and catering consumables.
- Collate monthly site attendance data.
- Collate monthly meeting and desk booking data.
- Raise PR’s and PO’s on SAP.
- Goods Receipt invoices.
- Maintain departmental budget tracker.
- Assist the Facilities Manager with collating budget data.
- General Support
- Provide cover and support to Facilities Manager and Facilities Assistants.
- Ad Hoc support to FM functions at UK offices and locations.
- Provide back-up support for company leased vehicle administration.
- Undertake any reasonable duties and tasks as required by the Facilities Manager and the Head of Real Estate & Facilities for North Europe.
Job Skills, Experience and Qualifications:
Key Skills & Experience
- Essential Requirements
- At least 2 years Reception experience in a corporate environment.
- Experience working with access control systems.
- Intermediate IT Skills (Outlook, Excel, Word, Power Point).
- Fire Warden responsibilities (Training provided).
- First Aider responsibilities (Training provided).
- Experience working with SAP.
- Experience working with CAFM (Computer Aided Facilities Management) software.
- Creating high level reports using Excel and Power Point.
- Good written and verbal communication skills.
- Proactive in anticipating office requirements.
- Ability to prioritise workload.
- Strong team player.
- Ability to interact effectively with all levels of personnel, both within and outside of the company.
- Desirable
- Experience of office move and relocation work.
- Experience of Security processes and protocols.
Head Office Receptionist in London employer: Hays
Join our dynamic team as a Head Office Receptionist, where you will be the welcoming face of our organisation in a vibrant corporate environment. We pride ourselves on fostering a supportive work culture that values professional growth and development, offering comprehensive training and opportunities for advancement. Located in a prime area, our office provides a collaborative atmosphere with a focus on employee well-being, ensuring that every team member feels valued and empowered to contribute to our success.
StudySmarter Expert Advice🤫
We think this is how you could land Head Office Receptionist in London
✨Tip Number 1
First impressions matter, so when you walk into that interview, be the friendly and professional person they’re looking for. Smile, make eye contact, and greet everyone warmly – it sets a positive tone right from the start!
✨Tip Number 2
Know your stuff! Familiarise yourself with the company’s values and recent news. This shows you’re genuinely interested and helps you connect your skills to what they need, especially in a role like Head Office Receptionist.
✨Tip Number 3
Be ready to showcase your organisational skills. Bring examples of how you’ve managed busy reception areas or handled multiple tasks at once. It’s all about proving you can keep things running smoothly!
✨Tip Number 4
Don’t forget to ask questions! This not only shows your interest but also helps you gauge if the company is the right fit for you. Plus, it gives you a chance to highlight your proactive nature, which is key for this role.
We think you need these skills to ace Head Office Receptionist in London
Some tips for your application 🫡
Show Your Personality:When you're writing your application, let your friendly and professional side shine through. We want to see who you are beyond your qualifications, so don’t be afraid to inject a bit of your personality into your cover letter!
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your relevant experience, especially in reception roles and using access control systems. We love seeing how your skills match what we're looking for, so be specific!
Be Clear and Concise:Keep your application straightforward and to the point. Use bullet points where possible to make it easy for us to read through your experience and skills. Remember, clarity is key!
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at Hays
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the job description. Familiarise yourself with the key responsibilities like managing the visitor booking system and liaising with the landlord's reception team. This will help you demonstrate how your experience aligns with their needs.
✨Showcase Your Organisational Skills
As a Head Office Receptionist, being organised is crucial. Prepare examples of how you've successfully managed multiple tasks in previous roles. Whether it's handling access control systems or coordinating meeting room bookings, be ready to share specific instances that highlight your organisational prowess.
✨Practice Your Communication Skills
Since you'll be the first point of contact, strong communication skills are essential. Practice answering common interview questions clearly and confidently. You might even want to role-play with a friend to get comfortable with discussing your experience and how you can contribute to creating a welcoming environment.
✨Prepare Questions for Them
Interviews are a two-way street! Prepare thoughtful questions about the company culture, team dynamics, and expectations for the role. This shows you're genuinely interested and helps you assess if the company is the right fit for you as well.
