Vigilant Security are offering an exciting opportunity to join our expanding team working with client in Vauxhall.
Hours 8.30am - 5.30pm, Monday to Friday
Scope: The post holder will be responsible for the provision of a comprehensive, professional and efficient Front of House together with first class Office Management duties.
Specific Duties
Office Management Duties
* Assisting the FM and HR team in the implementation of policies and procedures relating to Head Office management such as: Health & Safety, Emergency Response, and staff on-boarding.
* Responsible for maintaining the Front Office/Reception procedural manual and ensuring it is clear and up to date at all times.
* Assisting HR with the implementation of the DSE (Workplace Ergonomics & Health and Safety Software) assessments together with our external provider and coordinating employee requests.
* Responsible for the management of the key cabinets contained in the post room and maintain a list of keys that have been signed out and when they have been returned.
* Ordering and controlling stationery supplies for the Head Office within given budget. Maintaining stocks of stationery on every floor and each meeting room at the Head Office.
* Managing all periodical works such as deep cleans and window cleaning.
* Manage the Permit to Work System as required.
* Assisting the Housekeeper with the provision of catering facilities and general office provisions for Board meetings, external and internal meetings, staff breakfasts/lunches and ad-hoc events.
* Arranging and managing all access requirements for new starters and any planned maintenance throughout the property.
* Managing the renewal of Head Office newspaper, milk and fruit and franking machine subscriptions.
* Maintaining the companies preferred CAFM system with information for the Head Office and managing all work orders raised. Ensure that works are completed on time and to an acceptable level.
* Maintain office security by following safety procedures and controlling access via the reception desk (monitor visitors' logbook, issue access control passes to guests and new staff on their first day. Overseeing the management of the CCTV.
* Being responsible for the management of the in-house gym, inclusive of all maintenance requirements.
* Maintain the company flat booking procedure and logbook, and ensuring the Housekeeper is informed of all bookings and numbers in advance.
* Being a Head Office first aider and "lead" fire warden.
* Undertaking all reception administrative duties and office management tasks and offer administrative support to other departments as and when required.
Front of House duties
* Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
* Ensuring every guest feels welcome and building a rapport with them.
* Acknowledge role as office "ambassador". Understand that the Company's image is reflected through proper telephone and reception procedures and quality service.
* Answering with the correct CLS greeting, screening and forwarding incoming calls or taking messages and informing of any missed calls or messages to all relevant people.
* Receiving and sorting daily incoming mail and deliveries, and managing outgoing mail (using the franking machine).
* Ordering couriers (for UK and overseas) and booking cars.
* Ensure office and reception areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures) including the post room.
* Overseeing the online meeting room booking system.
* Monitor "Enquiries" email account and forwarding as required.
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Minimum Requirements
Proven experience in a similar support role. Reception experience required.
Professional attitude and appearance
Excellent customer service skills along with good interpersonal skills capable of liaising with a wide range of colleagues, tenants, contractors.
Self-motivated with an ability to manage multiple tasks and achieve targets / deadlines with a minimum of supervision.
Pro-active in approach with a strong desire to resolve issues autonomously
Attention to detail, accurate, proficient in English (oral and written).
Working knowledge of Microsoft 365 (Sharepoint, Powerpoint, Teams, Word and Excel). Able to pick up new systems quickly.
Familiar with IT systems used for video conferencing (mainly Teams)