Overview
A front facing role in our Bell office on the 12th floor in WeWork. You’ll be the first point of contact for all office enquiries including meeting and greeting employees, clients, and guests, guiding them to the office, meeting rooms, and communal areas. Be responsible for WeWork passes for Bell employees and control the overall account. Assist with meeting room bookings and generally maintaining a clean and presentable office environment.
This role will also involve answering the reception phone, directing calls across the business, and taking messages if needed.
Responsibilities
1. Reception
o Answering the reception phone, directing calls, and taking messages.
o Clear communication with the receptionists at our other offices and prompt message relaying.
o Following our internal Bell phone policy.
o Managing the London Reception inbox, ensuring all enquiries are responded to in a timely manner.
2. Every day running of the office
o Keeping it in a presentable working condition and a welcoming face to all employees and guests using the office.
o Greeting guests from reception and escorting them to the office.
o Liaising with the WeWork team to raise any issues.
o Ordering stationery and other supplies needed for the office.
3. Administration
o Looking after the WeWork Workplace system, maintenance of access passes, and monthly check-ins with our WeWork Account Manager.
o Booking meeting rooms when requests come in, and organizing refreshments/catering when required.
o Answering queries on room availability.
o Collecting post from the WeWork post room and distributing accordingly, including scanning to recipients if needed.
o First aider/Fire warden for the office.
o Organization of the London Bell social events including the Christmas party.
o Help with PA/EA’s overflow tasks when needed.
o Keeping the First Aid box up to date as well as new starter kits.
o Coordinate and work efficiently with Office Administrators at Saxon House & Bay House (Covering lunches and holidays).
o Sending out internal communications to London office passholders when required.
Qualifications
* Excellent organization skills and able to manage their time effectively.
* Able to work under pressure in a fast-paced environment.
* Excellent written and verbal communication skills.
* A friendly and welcoming nature.
* Customer service experience with people and phone skills.
* PC skills to include but not limited to MS programs.
* A passion for your work and a drive to do well.
* Ability to work independently and use initiative.
* Punctual, discreet, and trustworthy.
* Ability to pass Bell’s security vetting and those required for clients’ needs.
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