Corporate Receptionist (Maternity Cover) - Northburgh House

Overall Purpose

As the Corporate Receptionist of one of the business addresses in Mayfair, you will be warm, welcoming, and always engaged with the occupiers, their visitors, and our clients.

Duties and Responsibilities

• To take full ownership and accountability of the reception and all associated areas, making sure that they are kept in the best possible order, liaising with cleaners, facilities, helpdesk and other departments as deemed necessary.
• Ensure the St James folder, manual, occupiers’ procedures, phone database are up to date. Delivering of monthly reports and appropriate FOH data as and when required.
• First point of contact for all guests, visitors, occupiers and clients to the building, as outlined in the St James Guide. Dealing with all questions and queries.
• Being responsible for meeting and greeting of all guests and visitors into the building and providing them with exceptional service. Standing to greet as a basic standard.
• To receive/answer calls promptly and efficiently.
• Where appropriate, reporting of accidents or incidents.
• Ensure the reception area is kept organised, clean and tidy at all times.
• Stand to greet all visitors to the building.
• Adhering to St James policies and procedures, code of conduct and to be fully conversant with the emergency procedures in relation to Health & Safety issues.
• Any other duties as deemed necessary to support the client, customer, colleagues and St James.
• Support with any tasks deemed by your team member.
• To manage visitorand contractor accessto the building, ensuring all visitorsare appropriately bookedin, checked againstthe relevant visitorsystem/calendar anddirected to thecorrect tenant orfloor in accordancewith building procedures.
• To maintain a high level of vigilance regarding building security, including monitoring for tailgating and unauthorised access, politely challenging individuals where appropriate and notifying the relevant host or tenant of any concerns.
• To follow all building access-control procedures, ensuring keys, fobs and other access devices are not issued without the appropriate authorisation andthat tenant accessrequests are verifiedwith the relevantreception, manager orhost.
• To liaise with tenant reception teams, office managers and hoststo confirm and manage unexpected visitors, contractors and deliveries, ensuring access is only provided once the appropriate authorisationhas been obtained.
• To coordinate and monitor contractors attending the building, including checking visitor/contractor bookings, contacting the relevant host or building management team, recording contractors in the contractor logbook and ensuring access fobs are issued and returned correctly whereauthorised.
• To manage deliveries and courier access, ensuring parcels are directed to the correct tenant and floor where appropriate, accepting deliveries at reception whennecessary and notifyingthe relevant tenantreception to collectthem.
• To sort and manage incoming post and Royal Mail deliveries, ensuring post is separated for the relevant occupiers and that tenant reception teams are notified to collect their mail.
• To use thebuilding directory/bookletand other availableinformation to identifyoccupiers and correctlyallocate unidentified parcelsor deliveries.
• To liaise with the onsite maintenance and building management teamsregarding repairs, maintenance issues, fire panel alerts, contractor accessand other building-related matters, escalatingissues where necessary.
• To respond appropriatelyto fire alarmand emergency situations, following the building'semergency procedures, contactingthe relevant maintenance/building management personneland supporting thesafe evacuation ofthe building whenrequired.
• To maintain accuraterecords of contractors, building issues, repairs, incidents, events andother relevant mattersthroughout the coverperiod.
• To prepare and provide a comprehensive handover at the end of the cover period, documenting outstanding issues, repairs, escalations, events andany other mattersrequiring follow-up.

Knowledge and Skills:

• Previous experience in delivering exceptional customer service essential.
• Excellent command of the English language, both verbal and written.
• Experience of using Microsoft Office, PowerPoint and Excel essential.
• Exceptional interpersonal skills, flexible to work with a range of styles and personalities and according to business demands.
• Excellent punctuality, outgoing and a can do/proactive attitude.
• Fire warden, first aid and IOSH may be required for this position, or happy to be trained to obtain.
• Innovative and creative.
• Strong awareness ofbuilding security, accesscontrol and visitormanagement procedures.
• Ability to remaincalm and professionalwhen dealing withunexpected visitors, contractorsor security-relatedsituations.
• Strong organisational skillswith the abilityto manage multiplerequests, visitors, deliveriesand building matterssimultaneously.
• Ability to useinitiative and makeappropriate decisions whilefollowing building proceduresand escalation processes.

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