Workplace Assistant

Role Purpose

To deliver an exceptional client and visitor experience by providing a professional, welcoming, and efficient reception, switchboard, and meeting room booking service.

Key Responsibilities

Reception

• Welcome all visitors, creating a positive and professional first impression
• Register visitors using the visitor management system and notify hosts promptly
• Ensure all visitors are directed appropriately within the building
• Follow procedures to contact alternative representatives if the host is unavailable
• Arrange taxis and executive travel as required
• Maintain a clean, organised, and presentable reception area
• Act as a point of contact for general enquiries from staff and visitors
• Monitor and manage the reception inbox

Meeting Rooms & Events

• Coordinate meeting room bookings, including room setup, attendee numbers, catering, and IT requirements
• Liaise with stakeholders to ensure smooth delivery of meetings and events
• Review and confirm bookings in advance to ensure readiness for the following day
• Work closely with catering teams to manage hospitality requirements and last-minute changes
• Ensure all visitor details are accurately recorded in the system

Switchboard

• Manage incoming calls across UK offices in a professional and timely manner
• Deliver a high standard of customer service when handling all enquiries
• Transfer calls accurately and efficiently
• Adhere to procedures regarding cold calls and suspicious enquiries
• Report and log any telecommunication faults in line with procedures

Administration

• Support general administrative tasks as required, including record keeping and booking training sessions
• Assist the Facilities team with ad hoc requests
• Support various projects as directed by senior stakeholders
• Take ownership of assigned responsibilities and contribute to team initiatives

General Responsibilities

• Maintain a professional appearance and business-appropriate dress at all times
• Deliver a consistently high level of customer service to all visitors and colleagues
• Take a proactive and flexible approach to ad hoc requests outside the standard scope
• Demonstrate strong attention to detail and ownership of tasks
• Promote a collaborative, team-focused working environment
• Build and maintain positive working relationships with clients, colleagues, and service partners

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