Your Role
and What You'll Be Doing
The role of the Hospitality / Reception Assistant is to provide Front of House support to both clients and onsite reception team. You’ll be in place to meet and greet clients in a professional friendly manner, providing excellent customer service.
1. Preparation of refreshments for both client and internal meetings.
2. Organise external catering orders for lunches and other office requirements.
3. Using Rendezvous, the current meeting room booking system, to take control of meeting room calendars to ensure rooms are managed in accordance with the requirements of the firm. Manage the use of rooms and if meetings overrun be proactive in managing subsequent affected bookings and communicate effectively with those who have booked the rooms.
4. To oversee and ensure a very high standard of appearance is afforded in all client facing areas.
5. To be fully aware of and be able to manage all reception and security procedures, including meeting room layouts and capabilities, hospitality arrangements, visitor management process and site security processes.
6. Ensure that meeting rooms are kept tidy and fully stocked and that they are set up in preparation for meetings. Setting up includes being proficient in the technology available from client meeting rooms including Wi-Fi, video conferencing and presentation requirements.
7. Coordinate all meeting room bookings, processing incoming telephone and e-mail booking requests, juggling as necessary and advising room bookers as appropriate.
8. Continuously monitor the quality of the food service delivery and presentation for both internal and external functions and give constructive feed back to the caterers.
9. Liaising with meeting room technicians, maintenance & IT departments to ensure the smooth provision of services to the meeting rooms and client areas.
10. Provide back up support for reception to ensure reception cover is maintained throughout core hours.
11. To be knowledgeable of all catering options available and be able to advise meeting organizers.
12. Printing, Copying and Scanning as required by meeting room users and clients, diverting work to the reprographics team where necessary.
13. To compile monthly management information for the Office manager, reporting on client meeting room stats and trends.
About You
14. Attention to detail
15. Good general self-management skills
16. Team player
17. Responsive to changing environments
18. Risk aware
19. Good IT skills, including knowledge of a range of software packages
20. Ability to follow policy and procedures
21. Effective communicator, both orally and in writing
22. Previous experience in a customer facing environment
Our Benefits - What We Can Offer You
23. 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
24. Generous and flexible pension schemes.
25. Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)
26. Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.
We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported. This includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements.
We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024!
Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.
Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.