Role
Note that this is an office-based role that cannot be fulfilled remotely. The primary focus of the receptionist position is to act as the first point of contact for visitors and to effectively manage the day-to-day running of the front desk.
We are looking for a corporate receptionist who will provide a professional, accurate and timely service and effectively manage the smooth operation of our front‑of‑house and client suite. The position also performs a variety of administrative tasks to support the office requirements.
The role will be working alongside a junior receptionist, whom you will guide and collaborate with to maintain smooth reception operation. Both receptionists will work as a team and cover each other during holiday or leave.
Role & Responsibilities
- Act as the first point of contact for all visitors; greet them promptly and notify internal parties of arrival.
- Answer incoming calls and direct them appropriately, acting as a gatekeeper and responding professionally to high volumes, filtering nuisance callers and handling business callers quickly.
- Ensure meeting rooms are presentable throughout the day.
- Ensure all visitors check in at reception immediately upon arrival to maintain security.
- Coordinate meeting room reservations, proactively monitor room schedules to avoid conflicts and resolve minor issues.
- Order catering for business meetings when required.
- Accurately and thoroughly maintain visitor/delivery logs and outgoing package logs.
- Maintain a high degree of professionalism and confidentiality.
- Coordinate with secretaries and office staff for internal and external meetings on behalf of the firm, including booking required facilities, lunch and equipment.
- Handle invoices related to reception.
- Use initiative to route emails to the appropriate individuals for swift response and ensure timely follow‑up.
- Bring urgent matters to the attention of the Facilities Manager where appropriate.
- Proactively follow up to ensure all actions are completed on time and provide responses/updates to the Facilities Manager.
- Build strong relationships with and develop a comprehensive knowledge of requirements for the Shard Building Team; actively use The Shard portal (MVC) for booking visitors.
- Maintain confidentiality regarding the production of documents, correspondence and oral communications; use organisational skills to securely maintain written material and avoid disclosure of confidential information.
- Assist with office and desk booking for overseas employees.
- Provide a comprehensive log of any overseas visitors; keep the log up to date and readily available for audit purposes.
- Tend to duties from start to finish while keeping relevant teams abreast of the situation.
- Coordinate and set up office‑wide employee social and drinks events.
- Serve as Fire Warden (training provided).
- Hand out incoming post and couriers upon delivery.
Experience, Skills and Personal Attributes
- Relevant receptionist experience.
- Experience of working within a team.
- Excellent communication skills, both written and oral.
- Effective interpersonal skills and the ability to interact with people at all levels.
- Ability to demonstrate a flexible, hands‑on attitude and respond effectively to rapidly changing circumstances.
- Excellent team player and strong interpersonal skills.
- Excellent IT skills (Word, Excel, Outlook).
- Excellent attention to detail and ability to work well under pressure.
- Ability to manage simultaneous workstreams to tight deadlines.
- Must be able to work autonomously.
- Excellent prioritisation and time‑management skills.
- Flexibility and adaptability in a fast‑paced work environment.
- Ability to lift heavy objects and perform other labour‑intensive tasks.
- Well presented and confident in a client‑facing role.
Qualifications
Previously worked as a receptionist in a professional services firm.
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