Overall Purpose
As the Receptionist / Office administrator of one of the business addresses in the City, you will be warm, welcoming, and always engaged with the occupiers, their visitors, and our clients. The building is located near Mansion House, Bank and Cannon Street Station.
You will be proactive and organized individual to oversee essential office functions, optimize meeting room usage and will manage daily office operations. You will be working very closely with the Head of Operations. You will be creative, not afraid of challenges, and will take charge of reception and it’s areas.
Duties and Responsibilities
- To take full ownership and accountability of the reception and all associated areas, making sure that they are kept in the best possible order at all times, liaising with cleaners, facilities and other departments as deemed necessary.
- Ensure the reception area and communal spaces are well-maintained and presentable.
- Support internal events and office gatherings, coordinating logistics and refreshments.
- Oversee meeting room bookings, ensuring fair and efficient allocation.
- Manage all incoming and outgoing post for the Bank. Sorting and distributing mail to departments.
- Coordinating appointments and meetings. Serving as the primary point of contact for all facility-related issues in the absence of the office manager.
- Helping the office manager in the planning and management of local office projects, moves and reconfigurations.
- Booking of travel, transfers and accommodation as required in the absence of office manager.
- Liaison with Board Members administration staff overboard meeting arrangement in the absence of the office manager.
- Monitors and ensures office housekeeping and cleanliness is delivered to highest quality level.
- Manage Stock levels for the Kitchen, stationery and office supplies.
- First point of contact for visitors to UBA (UK)offices. Manages the front desk of the bank. Greets visitors and record all incoming customers/ suppliers.
- Fielding and directing of calls, post and other communications.
- Vendor management and engagement ensuring the supplier relationship is managed and maintained.
- Undertake project administration effectively to ensure timely completion of projects within budget, achievement of objectives and cost efficiencies.
- To support the Head of Operations with projects, such as data analysis and information gathering.
- Work closely with various departments, understanding their needs and ensuring facilities services align with organisational objectives.
- Issuing and distribution of relevant group information to all staff.
- Managing the housekeeping and retrieval of all archived boxes from the data centre.
- Fire warden and emergency evacuation, First Aid, and Health & Safety duties as required under the relevant occupational health and safety legislations.
- Ensure the St James folder, manual, occupiers procedures, phone database are up to date. Delivering of monthly reports and appropriate FOH data as and when required.
- To receive/answer calls promptly and efficiently, identifying the callers’ requirements and transferring calls as appropriate.
- Manage difficult calls and/or distressed callers’ in a calm and professional manner.
- Where appropriate, reporting of accidents or incidents.
- Stand to greet all visitors to the building.
- Adhering to St James policies and procedures, code of conduct and to be fully conversant with the emergency procedures in relation to Health & Safety issues.
- Act as a point of contact for HR-related office initiatives, fostering a positive and inclusive workplace culture.
- Play an active role in P&C team meetings and team bonding activities.
- Any other duties as deemed necessary to support the client, customer, colleagues and St James.
Knowledge and Skills:
- Previous experience in delivering exceptional customer service essential.
- Excellent command of the English language, both verbal and written.
- Experience of using Microsoft Office, PowerPoint and Excel essential.
- Ability to manage schedules, meeting room bookings, AV of the rooms and office supplies efficiently.
- Exceptional interpersonal skills, flexible to work with a range of styles and personalities and according to business demands.
- High level of discretion and professionalism when handling sensitive information.
- Excellent punctuality, outgoing and a can do/proactive attitude.
- Fire warden, first aid and IOSH may be required for this position, or happy to be trained to obtain.
