The Receptionist and Office Administrator role at Intercity is a vital front-of-house function, serving as the first point of contact and representation of our business. We are seeking an exceptional individual to lead the customer experience for visitors at our head office. This role is pivotal in providing comprehensive administrative support to the business, managing a variety of tasks including copying, note-taking, and colleague travel arrangements. Additionally, the role involves managing customer calls by answering and directing them in a professional manner, as well as handling purchasing tasks.
This will include but is not limited to:
- Switchboard Management: Ensure all calls are welcomed and directed to the correct person or team efficiently and professionally
- Visitor Hosting: Greet and sign in visitors, ensuring they have a positive and seamless experience from arrival to departure.
- Travel Arrangements: Book hotels and travel for colleagues, ensuring all arrangements are accurate and meet their needs.
- Administrative Support: Perform various administrative tasks such as copying, note-taking, and managing the office admin mailbox.
- Reception Area Maintenance: Keep the reception area tidy, presentable, and well-stocked with necessary supplies.
- Office Security: Follow safety and security procedures, controlling access via the reception desk to maintain a secure environment.
- Calendar Management: Update calendars, schedule meetings, and manage meeting room setups to ensure smooth operations.
- Event Support: Assist with event planning and coordination, including venue booking, vendor liaison, and on-the-day support.
- Stock Management: Conduct stock checks and manage weekly food shops and meeting room lunches.
- Ad hoc Purchasing: Handle additional purchasing tasks as needed to support office operations.
Working Hours: Monday to Friday: 8:30 AM to 5:00 PM
Skill and experience:
- Administrative Experience: 1-3 years of experience in an administrative or receptionist role.
- Customer Service: Proven experience in customer service roles.
- Technical Proficiency: Familiarity with Microsoft Office (Word, Excel, Outlook) and office equipment (printers, copiers).
- Industry Knowledge: Understanding of office management procedures and basic accounting principles.