Job Purpose:  

To deliver a first class front of house service including but not limited to providing comprehensive secretarial and administrative support.

Lines of Responsibility:

Reports to Office Manager NY Office

Detailed Duties:

Reception

  • Day to day handling of all aspects of the reception desk
  • Reception desk is to be manned between the hours of 08.00 and 18.00
  • Meet and greet all visitors offering a highly professional service at all times. Connect visitors with appropriate individuals. Strong interpersonal skills a must
  • Order and Store supplies
  • Managing the distribution of mail and packages
  • Manage all incoming telephone calls
  • Ensure all calls are transferred with minimum delay
  • Pass accurate and timely messages to Team members

 

Meeting Room Management

  • Manage diary for all meeting rooms and ensure visitors passes are pre-ordered via Symmetry Connect
  • Ensure all rooms are set up with refreshments / stationery for pre-booked meetings
  • Arrange refreshments and allocate rooms for ad-hoc visitors
  • Ensure all rooms are cleared and tidied promptly following a meeting

 

Administration

  • Booking Business Travel
  • Arrange internal and external lunches if so required
  • Provide other administration support to various teams as may be required
  • Arrange couriers / taxis, if needed
  • Monitor supplies of business cards, placing orders when necessary for new joiners, etc.

 

General Office Duties

  • Ensure that supplies of stationery and refreshments are maintained, being mindful of budgets
  • Recycling printer toner cartridges
  • Keep kitchen area and conference rooms tidy
  • Ensure that adequate supplies of tea and coffee etc. are available in the staff kitchen
  • Keeping the office area tidy e.g. printer stations
  • Distribution of post received and ensuring outgoing post is taken at the end of the day
  • Arranging archival storage on an ad-hoc basis and retrieval of same when necessary
  • Ensure that the daily check list is completed at the end of each working day
  • Booking of loading bay and freight elevators for deliveries

 

Office Management / Other

  • Inform Office Manager of issues arising with cleaners or any other vendors
  • Assist Office Manager with Team expenses utilizing Concur
  • Assisting the Office Manager with any ad-hoc projects as may be required
  • Covering for Office Manager in her absence as far as practicable