F&B and Reception Assistant (Maternity Cover)

Main purpose: To provide the highest level of reception, F&B and administration support for the staff and guests within the global network, specifically in London.

Key responsibilities

• Conferencing/Food & Beverage
  • Serving tea, coffee, biscuits, and chocolate to internal and external guests
  • Serving breakfast, lunches, and dinners
  • Liaising with PA’s/chefs/butlers/sommeliers/cleaners in preparation for Fine Dining events on behalf of Directors / Guests as per business needs
  • Liaising with Sommeliers / Butlers / Team to choose the appropriate wine/champagne from the wine cellar
  • Handling food & beverage inventories and stock control (bi-weekly/monthly as appropriate)
  • Assistance in the organisation of High Profile events in London (Twice a year)
  • Maintenance of kitchen, meeting rooms, and employee floor as appropriate
  • Plating food for any breakfast, lunch and dinners in the office
• Reception services
  • Take charge of welcoming & accompanying visitors to meeting rooms
  • Coordination/booking of meeting rooms
  • Coordination of special requests for visitors (General Concierge tasks)
  • Organising hotel arrangements/flights for incoming visitors (the current team will provide training)
  • Recording and handling of petty cash
  • Organising taxi, and train tickets as per requests
  • Booking of internal / external restaurants / meetings / lunches
  • Issue various emails, filing and archiving properly
  • Managing all incoming and outgoing calls, faxes, and international couriers (training will be provided)
  • Printing, filing documents, and assist Directors and employees when necessary
  • Responsible for maintaining meeting rooms in a clean and tidy state at all times, including preparation of rooms with drinks and stationery, etc. before meetings and tidying up after meetings
• Office Management and administration
  • Providing security access badges to visitors and new starters, activating each badge online and allocating access levels in accordance with policy
  • Visas and passports renewal (applying for visas and passports on behalf of Trafigura employees)
  • Stocking of drinks fridges with milk and soft drinks as well as cleaning/maintaining coffee machines
  • Order stationary, maintain stocks of paper/printer toners, and food and beverage supplies as needed
  • General secretarial duties for senior members of staff including printing/binding of confidential reports for meetings (the current team will provide training on specific legal procedures)
  • Awareness of aspects of Health and Safety in the office environment (the current team will provide training)
  • Point of contact with cleaning team, raise issues with Office team
  • Processing invoices, coding, and passing to senior office team (current team will provide training)
  • Dealing with urgent ad hoc requests

Required qualifications

• Fluent in English, knowledge of one language (Russian / French / Spanish / Portuguese) would be a bonus but not essential
• Outlook, Excel & Word at intermediate level
• Experience in reception, customer service, and dealing with VIPs mandatory
• 3 years of relevant experience within the hotel/restaurant sector at a minimum 4-star level

Attributes for success

• Teamwork Skills: Team-oriented with the ability to work independently
• Effective Communication: Strong verbal and written communication skills
• Customer Focus: Thrives in customer-facing environments and consistently delivers excellent service
• Situational Adaptability: Resilient and able to adapt quickly to changing circumstances; skilled at problem-solving and working under pressure; experienced in fast-paced environments
• Resourcefulness: Dynamic and high-energy individual; flexible with working hours to accommodate occasional breakfasts and VIP dinners, often at short notice

Department overview

The three-person team handles the main reception, F&B and fine dining support, as well as general office management duties. They work 8-hour shifts to cover the client floor from 7:00 am to 6:00 pm, including a 1-hour lunch break, and are expected to be flexible to support any events outside regular working hours.

Equal opportunity employer

We are an Equal Opportunity Employer and take pride in a diverse workforce! We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status.