Corporate Receptionist – Boutique Investment Firm – Temp-Perm

A leading boutique investment firm with stunning offices in the West End is looking for a front-of-house receptionist and events coordinator.

The role will begin on an ongoing temporary basis with the view to becoming permanent after 3 months.

Rate: £15.50 per hour plus holiday pay for a 37.5 hour week during the period of temping, becoming £30,000 per annum when the role goes permanent.

Hours: Rotational shift pattern (normally 07.45-16.45 or 09.00-17.30 shift)

MAIN PURPOSE OF JOB

Project a professional and friendly image. Facilitate the smooth running of the London meeting rooms and their events and maintain a high standard of service to both staff and clients. The job will involve working alongside 3 other front‑of‑house administrators with whom you will be sharing the following duties and responsibilities.

MAIN DUTIES AND RESPONSIBILITIES

Front of House

• Welcome all visitors in a friendly, professional manner, directing them to allocated meeting rooms and catering for any additional guest requirements.
• Manage the physical and virtual meeting room space. Schedule appointments and maintain meeting room schedule via Office Tracker software, ensuring appropriate rooms and dial‑in details are booked, set up beforehand and staff are informed promptly of guest arrival.
• Keep the reception desk and public areas clean and tidy throughout the day.
• Set up and manage all audiovisual requirements for meetings, test equipment on a weekly basis, troubleshoot solutions to any issues that arise, escalating issues to our Technology team and working with them and our AV contractors to resolve.
• Work alongside waiting staff team, keeping them informed of the running of the day, advising of any changes & training any new waiting staff on shift. Book waiting staff for regular daily shifts and additional staff as required for busy/event days.
• Work as a team to ensure all emails & enquiries to the Reception London inbox are replied to, responding to all room bookings within an hour and dealing with urgent requests promptly.
• Answer all incoming calls promptly and in a professional manner, taking accurate messages, transferring and screening calls as appropriate and liaising with Edinburgh reception to ensure phone cover is provided at all times.
• Book car‑park spaces and assist with security passes and door passes alongside the building security team.
• Lock down the office in the evening & secure the office floors. Open in the morning and prep for early morning meetings.
• Book staff taxis as required & advise on appropriate service.
• Arrange courier collection/delivery, advise staff on best service options & follow up any missing/late couriers, check all deliveries and inform staff of their arrival.
• Sort and distribute all incoming post, ensuring time‑sensitive post is delivered on time; confirm daily internal mail from Edinburgh is received. Collect all outgoing post, frank accurately & issue for collection by Royal Mail at 5 pm.
• Provide additional support and ad‑hoc clerical duties to the PAs as required. Support the Office Manager by reporting any maintenance issues & arranging contractors when requested.
• Undertake any tasks within the jobholder’s skills and abilities as may be requested from time to time.
• Assist with fire evacuations, provide first aid and complete staff Health & Safety inductions as required (when appropriately trained).
• Liaise and assist with office contractors to ensure delivery of service, mainly confidential waste contractors, cleaners, pest control, hygiene waste companies.

Events

• Help arrange all office events including liaising with event hosts, the chef and waiting staff to ensure the smooth set‑up and running of all lunches, dinners & drinks parties. Stay on late or come in early as required.

Office supplies

• Assist the team to maintain supplies of office stationery, paper, soaps & shower gels and ground floor meeting room supplies.
• Assist with the weekly staff shopping order and keep accurate records of purchases and orders made.
• Complete monthly visa statements and petty cash reconciliations for Finance.
• Arrange sandwich lunches & catering for meetings.
• Order office sundries & additional items as requested by the Office Manager or staff.
• Weekly wine stock check & order any additional bottles for events.

PERSONAL REQUIREMENTS

• Efficient.
• Good communication skills.
• Ability to work accurately, neatly and without supervision; attention to detail is key.
• Good organisational and multitasking skills.
• Ability to handle confidential information.
• Ability to adapt to the needs of the business and changes to the role.
• Willingness to work as part of a team.
• Good presentation and a pleasant manner.

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