Front Office Coordinator & Receptionist

£30k-£35k

Full Time

Mayfair

Investment

The Company

 

Our client, a boutique Investment Banking firm, is looking for a professional, experienced and polished Front Office Coordinator/Receptionist with a passion for high quality delivery, and a keen interest in working in a fast-paced, friendly environment. This position provides a great opportunity to join an ambitious, growing, intercultural team and play a key role in supporting senior management, implementing best practices and being an integral member of the wider team.

Responsibilities

  • Meet and greet all visitors, external clients, guests, suppliers and visiting internal guests
  • Coordination of the reception and meeting space for both internal and external meetings
  • Oversee and manage the meeting room calendars
  • Answer and field all incoming switchboard calls
  • Handle and distribute any post or courier items
  • Oversee and train working students
  • Perform other ad hoc administrative duties
  • Conference room bookings, preparation for internal and external meetings, catering set-up and clean up.
  • Checking of all AV/IT equipment functionality on a regular base.
  • Main contact and ongoing liaison with Ground Floor reception (including registration of next day’s visitors before 5pm).
  • Liaision with RJ Facilities Manager relating to property related issues.
  • Take delivery of goods and distributing in-house, arrange courier services and post run when necessary.
  • Keep the office information booklet and the overall administration guidebooks and records up to date.
  • Placing of catering orders for internal and external meetings.
  • Ordering and storing of office supplies, including stationery, binding materials, photocopy paper, drinks and snacks.
  • Refill fridges with milk, soft drinks.
  • Maintenance of coffee machines (ensure these tasks are done on regular basis: deep clean, daily milk system clean, refill, replace filter, milk tubes and coffee spout).
  • Setting up of security passes, and conduct monthly door audits.
  • Looking after alarm system, adding new hires and RJ visitors, reporting faults.
  • Look after printers, and binding machines – call outs, attending to issues, loading with paper.
  • Checking shredder boxes for emptying (confidential waste), and binding machines.
  • Allocating RJ visitors and UK head office staff to free working desks.
  • Team support with printing and binding presentations.
  • Provide concierge service to the entire team, e.g. laundry requests
  • Review and adjust the emergency plan and coordinate and communicate any fire drills.
  • Help with facilities – arrange access certificates or work permits for contractors.
  • Support on office maintenance and facilities matters (a/c, plants, pest control, council inspections, valuation inspections)
  • Health and Safety – Fire Warden, First Aider, conduct DSE Risk Assessments for the whole team. General & Fire Risk assessments, fortnightly workplace safety checks.
  • Managing students – arranging lunch covers, keeping a record of hours worked, liaising with HR re documents; hours worked etc.
  • New Hires and onboarding (business cards, new starter pack, health and safety, alarm system, out of hours practices, emergency procedure)
  • Work in conjunction with and cover Office Manager while on leave with office related issues

Essential Skills, Knowledge & Experience 

 

  • Minimum of 4 years’ experience in similar role or any equivalent combination of experience
  • High level of service orientation, and discretion in handling confidential information
  • Excellent organisation skills and initiative
  • Flexibility in balancing competing priorities
  • Ability to work under pressure and comfortable with multi-tasking
  • Working for and wanting to win for the entire team
  • Self confident, professional appearance and polished manner
  • Willingness to work harmoniously in a small, trusting, non-competitive admin team which operates with a positive energy and a can-do attitude, sharing ideas, information and workloads whenever necessary
  • Independent, pro-active approach to work and comfortable working with limited supervision
  • Openness to learning new processes as well as offering ideas to enhance current processes
  • Strong communication skills
  • Excellent working knowledge of Microsoft Outlook, Word, PowerPoint, and Excel
  • Good written English

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