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Responsibilities
* Welcome visitors by greeting them, in person or on the telephone, dealing with queries, screening calls and forwarding to the correct department.
* Issue visitor badges to all visitors and ensure they are directed to the correct destination.
* Ensure knowledge of staff movements in and out of the organisation.
* Organizing pick ups for couriers on a day to day basis.
* Managing post – collect post every day from tenants, frank post and have ready for collection from reception. Receive and sort mail and deliveries.
* Liaising with Facilities Manager on a day to day basis.
* Updating financial records and creating Purchase orders on QFM.
* Answering telephones, screen/direct calls, message management.
* Maintaining a preventive maintenance planner for a number of sites and making sure services are completed when they are due and keeping track of service reports.
* Liaising with Technical Services team on a day to day basis.
* Organise conference and meeting room bookings.
* Coordinate meetings and organise catering.
* Completing cleaning checks on a weekly basis of entire building and making sure building is kept to a high standard on a day to day basis.
* Control inventory relevant to stationery and reception area.
* Ensuring reception areas are kept tidy, managing flower arrangements etc.
* Placing call outs with contractors.
* Liaising with facilities staff from a number of tenants and coordinating works.
* Contract administration for sub-contractors.
* Organizing quotes for repair works from sub-contractors.
* Maintaining a helpdesk log every day.
* Assist our client with administration and clerical duties along with providing general day to day administration and clerical support.
Person Specification
* Ability to work with and part of a team.
* Ability to plan, prioritise and work to strict deadlines.
* Good communication and interpersonal skills with a strong customer focus both internally and externally.
* Experience of working in an office environment essential.
* Basic understanding of invoices and purchase orders.
* Working knowledge of Microsoft Word, Excel, and Outlook.
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