Receptionist

Job Description

Purple is seeking a smart, professional Receptionist for our office in London. This is a great opportunity for an extremely organised, efficient individual. Your role will be to deliver a friendly and effective service to all visitors and staff while maintaining the security environment, the role is also responsible for switch board, site post and parcels. Additionally, you will be responsible for ensuring that the reception area is maintained to always reflect our brand.

Key Responsibilities:

Reception:

Always cover reception desk and ensure there is adequate cover has been arranged, when attending meetings etc.
Greeting visitors and staff warmly and offering them help immediately.
Proactively deliver a secure environment for staff, visitors, and stock at our offices.
Cleaning, organising, and maintaining the reception area and meeting rooms.
Scheduling appointments and meeting times.
Setting up meeting facilities, ensuring any IT equipment are in working order.
Arranging refreshments/catering for meetings and daily office use
Ordering office supplies (including kitchen, stationary and staff needs)
Maintain the access system and associated data base of staff at reception.
o Representing the business with a positive attitude and professional appearance
Build and maintain a good working relationship with internal groups e.g. Account teams and the Directors.
Switchboard
Answer a high volume of telephone calls and queries quickly and efficiently.
Pass messages quickly via email/Microsoft Teams or in person.
Post
Receiving and distributing post.
Ensure the outgoing post is ready for daily collection.
Ensuring postal equipment has sufficient funds available and are organise maintenance when required.
Book couriers when required.

General Office Management:

· Issue Passes for new starters and ensure employee photos are added to PeopleHR.
· Ensure that main office and stationery room are kept tidy of clutter
· Check fire exits and fire doors are clear and in good working order and record the findings in a clear and logical manner.
· Involvement in Office Health & Safety by ensuring relevant risk assessments are submitted.
· Act as a fire warden and following suitable training, to act as a first aider and maintain the accident book.
· Keep a register of H&S skills, fire marshals and first aiders.
· Liaise with building manager, maintenance, cleaners, and telephone co, as needed.
· Liaise with external contractors to ensure the smooth entry into our office
· To provide ad hoc administrative assistance to the Directors, maintenance and HR team as requested.
· Supporting teams with organising Travel arrangements (Flights, Hotels & Transfers)
· Management of digital and print subscriptions/publications.
· Support with any other reasonable requests from employees in the agency and being an agency point of contact

Skills and Experience:

Previous reception experience is required ideally in a luxury brand, hotel, or corporate environment
Above all the successful candidate must be personable, efficient and can use their initiative.
Excellent at multi-tasking with organisational skills second to none.
Competent user of Excel, Word, and Outlook.
Pro-active and able to show initiative/ideas to constantly improve the service to the business.
Good verbal and written communication skills
Excellent eye for detail and high level of discretion
Be able to use judgment and seek guidance with confidential issues.
Numerate
Proven ability to work to stringent deadlines