Receptionist in City of London

Life at The IN Group: Put simply, we’re a group of talent brands that unlock the power of people. We love growing, evolving and challenging the status quo. We work in a truly human way that goes the extra mile and cares about building long-standing relationships.

The Team: The Head of Facilities, with the support of one receptionist, works together to keep the office running smoothly and make sure it’s a safe, welcoming space for everyone. Along with managing the building’s maintenance, we handle any repairs, layout changes, or upgrades, coordinating with vendors and contractors as needed. Our receptionist is a key player, helping to organise and coordinate internal and external meetings, ensuring all visitors have a great experience from the moment they walk in. They’re our go-to support for scheduling, setting up meeting rooms, and keeping communication flowing. Together, we focus on creating an efficient, comfortable environment where everyone can be their best.

Role Impact: The role requires someone who is confident, proactive, and self-efficient. The ideal candidate would be someone who has had previous experience in reception/administration but is not essential. This is a 6 month contract initially to cover a secondment.

Key Responsibilities in this role:

• Meeting Organisation: Schedule and manage meetings efficiently through Microsoft Outlook Calendar, coordinating with staff to ensure smooth planning and execution.
• Client and Candidate Reception: Welcome clients and candidates warmly, creating a positive first impression of the company.
• Board Meeting Support: Provide refreshments and ensure meeting rooms are prepared for all board meetings, maintaining a professional and comfortable environment.
• Phone Reception and Call Management: Answer and transfer calls through the switchboard with professionalism and clear communication, directing inquiries to the appropriate departments.
• Document Management: Scan and upload registration forms to our online portal to maintain accurate and organized records.
• Mail Handling: Distribute incoming mail, handle outgoing post, and coordinate any necessary mailroom tasks.
• Office Supplies Coordination: Order weekly fruit and milk for the office, ensuring these essentials are consistently stocked for staff convenience.
• Ad-Hoc Tasks: Complete any additional tasks as requested by management, demonstrating flexibility and a willingness to support the team.
• CV Distribution: Direct incoming CVs to relevant departments, facilitating smooth recruitment processes.

What You Need to Succeed in This Role:

• Reception/Administration Experience: Previous experience in reception or administration is preferred, though not essential.
• Strong Teamwork: Work effectively within a team, contributing to a positive and collaborative office environment.
• Problem-Solving Abilities: Use initiative to address issues as they arise, ensuring operations run smoothly.
• Customer Service Orientation: Engage professionally and courteously with all clients, candidates, and colleagues.
• Professional Phone Etiquette: Handle phone interactions confidently and courteously, maintaining a polished company image.
• Multitasking and Prioritization: Balance and prioritise tasks effectively to manage competing demands.
• Familiarity with Microsoft Outlook: Competence with Microsoft Outlook is essential for scheduling and coordinating meetings efficiently.

Interested or know someone who is? Apply today!