Receptionist

Job ID: 2018-3475

Brand: Kao UK

Location: GB - - London


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Overview

The Receptionist will play a key role in the day-to-day smooth running of our office, maintaining high standards which reflect the professional and premium image of the company. Responsible for organizing and coordinating reception and office management procedures timely, efficiently and pro-actively. This role is an important point of contact for staff queries as well as creating a positive and welcoming environment for Kao visitors and callers to the switchboard where this role will be the face of the company.

Responsibilities

  • Meeting & Greeting Visitors, Managing the Switchboard & Security: Providing a positive, welcoming and efficient experience whilst ensuring that any registration and notification procedures are followed. Responsible for ensuring that the reception area is always kept clean, tidy and to the expected standard, free from clutter. Keeping inter call account up to date, ensuring that all leavers accounts are immediately closed including all building access. Manage visitors access card procedure.
  • Meeting Room Management - Responsible for the maintenance and management of the conference room bookings system. Ensure that meeting rooms are kept to the required standards, liaise with EIS regarding any faults found to maintain functionality. Where requested arrange for refreshments and/or coordinate orders for lunches with our external partners as per procedures. Pro-actively source solutions to external partner issues and escalate provider issues where needed to maintain service.
  • Office Maintenance & Operation - Responsible for ensuring communal areas, including kitchens are kept organised and tidy. Responsible for monitoring and reordering stationary and consumables as required to ensure that items are fully available. Report faults found within the office i.e. plumbing, printers, kitchen facilities... and follow the necessary resolution procedure. Liaise with cleaners via appropriate communication channels i.e. log book. Maintain and update the phone and office manual.
  • Post, Deliveries, Couriers & Taxis - Managing the coordination of outgoing mail, organising couriers as requested and logging as per procedure. Ensuring that all outgoing mail and parcels are dispatched the same day. Ensure that any taxis and couriers arranged are done so in line with the company's expenses/office policy. Ensure that 'One Kao Treats' are collected or sent out the same day of delivery to present and absent employees as per procedure.
  • Invoices - Ensure that invoices are checked, correctly coded and arrange the appropriate approvals. Ensure that invoices are sent for payment the same day they are approved. Liaise with Finance regularly to resolve any queries as necessary.
  • Health & Safety - Responsible for maintaining complete lists of all First Aiders and Fire Wardens and be responsible for assisting in the safe evacuation of employees should the fire alarm be activated and follow emergency roll call procedures. Support with conducting office inductions and fire tours for new employees as necessary. Ensure that the office is maintained as a safe environment and resolve and escalate any issues as per procedure.

Qualifications

  • Any Health & Safety or Customer Service Qualifications/Certifications are desirable but non essential.
  • Experience of working in a busy reception for a similar sized organisation, ideally multinational.



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