Receptionist in Swansea

The Corporate Head Office Receptionist is responsible for a wide variety of administrative duties in support of corporate office operations. The primary responsibilities include:

• Greeting and welcoming guests and directing or announcing them to the appropriate person.
• Answering, screening, and forwarding inbound telephone calls.
• Receiving and distributing daily mail and courier deliveries.
• Providing a high level of administrative support, including reading, interpreting, and preparing complex documents.
• Assisting with additional administrative duties related to time-based projects, corporate communications and events, and filing.
• Responsible for written and verbal communications of a sensitive and confidential nature.

Position Responsibilities:

• Model a NAC Ambassador – First Voice, First Face. Maintain a professional image and demeanor with all employees, management, executives and visitors.
• Respond to all incoming calls and greet people efficiently and professionally to ensure the transfer, taking messages and directing inquiries to the appropriate individual/department contact.
• Maintain the reception in a tidy and presentable manner.
• Create and manage databases, utilizing information systems to gather, store, and distribute assigned information within the company.
• Observe and report any security issues to the Executive Assistant/Office Manager.
• Receive, track and manage employee direct changes via the company process.
• Responsible for programming, management and application of the sign in/out board for employees and guests.
• Assist the Administration team by ordering meeting snacks and beverages.
• Provide backup to the Office Administrator for the coordination of food requests for meetings and lunchrooms.
• Provide back up to the Travel Coordinator; booking hotels, flights, car rentals etc.
• Manage the boardroom calendars and fulfil meeting requests via phone or email with internal employees.
• Ensure preparation of morning/daily coffee for the main floor kitchen, including the building maintenance of machines and ordering of supplies when needed.
• Maintain the employee directory, employee photos, project listings (current and total), office birthday tracking, etc.
• Responsible for weekly order and supply maintenance for both kitchens.
• Responsible for mail and couriers, such as the distribution of all incoming and outgoing mail, managing all site courier account set-ups and billings, monitor orders and manage all courier supplies, weekly Purolator invoices, and acting as the point of contact for shipping follow-up.
• Responsible for setting up new Purolator accounts when we are awarded another project site.
• Assist in the coordination of various corporate events.
• Track, organize, and edit company‑wide document submissions for the creation of The Scoop, NAC’s quarterly newsletter.
• Assist the HR Department with posting, editing/proofing, monitoring, and tracking social media posts.
• Provide backup support to the Office Administrator and department as required.
• Assist with various reporting documents for the administration department as required.
• Responsible for daily office opening tasks.
• Responsible for daily office closing tasks.
• Responsible for supporting the HSE department in running annual fire drill.
• Provide other interdepartmental support and duties, as required.

Qualifications:

• Well‑organized, detail‑oriented individual with a minimum of two years of administrative experience.
• Experience using a multi‑line phone system.
• Possession of a valid G2 or G driver’s license.
• Possession of a college diploma in administration, finance, or equivalent relevant experience.
• Advanced computer skills, including Microsoft Word, Excel, and Outlook.
• Excellent interpersonal and communication skills, with the ability to work independently or as part of a team.
• Demonstrated integrity and strong attention to detail.
• Experience using courier websites and preparing outgoing packages.
• Demonstrated excellent attendance and reliability.