The purpose of this role is to fulfil the duties of an office receptionist whilst offering administrative support to Directors and other departments. You will maintain the multi-company switchboard, greet clients and visitors, perform various office duties and basic administrative account functions. You will also provide cover for the Group Travel Coordinator and support in a range of administrative tasks.

Role and Responsibilities

Reception

• Manage multi-company switchboard, routing calls as appropriate
• Receive incoming courier packages and prepare outgoing packages
• Process daily outgoing mail using postage machine and receiving incoming mail including: opening, stamping and sorting
• Greet all visitors by offering refreshments, informing the appropriate staff members of their arrival
• Manage boardroom / meeting room bookings
• Assist with catering for meetings
• Keep reception/ stationary stock room /kitchen tidy.
• Open and close reception, responsible for locking doors at the end of the day as per procedure (if last in the office)

Office Administration and Accounting

• Prepare and log invoices daily as received for Accounts Team to process onto accounting software for payment
• Log credit card receipts for reconciliation as received from individual card users
• Reconcile credit card receipts to individual card holder statements as provided by the Accounts Team on a monthly basis
• Prepare cash expense claims as per the procedure for Directors and senior management as requested
• Ensure all petty cash spends are logged and receipts are captured according to the procedure
• Process Drayton House recharge on a monthly basis as per the procedure
• Ensure all private and confidential material is shredded before disposal
• Document preparation and printing as requested
• Manage fortnightly office supply orders and maintain appropriate quantities in stationary stock room and refreshments in kitchen
• Attend office meetings as required
• Provide coverage to Group Travel Coordinator during annual leave and absences
• Arrange conference calls and meetings if requested
• Proof reading of documents and correspondence
• Printing and issuing of Shareholder communications
• Assist with administrative overflow and special projects from other departments as needed
• Key tasks related to office Health and Safety
• Other projects as required

Qualifications and Abilities

• Excellent eye for detail
• Ability to prioritise and multi-task
• Good time management skills
• Strong organisational skills with a systematic approach to work
• Able to work well under pressure in a busy office environment
• Self-motivated with the ability to work with minimal supervision
• Able to work cooperatively within a team
• Excellent interpersonal skills
• Effective communicator; both verbal and written
• To use initiative in a variety of challenging situations
• Excellent, polite, professional, friendly telephone manner
• To be well presented and of a smart appearance
• Strong Microsoft Office skills, including email, spreadsheets, word processing
• Minimum 2 years Receptionist/Office Administrator experience
• Exposure to accounting processes would be an advantage