Job descriptionWe are seeking an experienced Receptionist / Administrator based at prestigious offices in the Salford area. This role is part time - 27 hours per week, hours of work are 7.30am – 5pm (30 minute lunch break) working Wednesday to Friday each week. The role is permanent based on a Salary is £12,790 p.a.
The Company:- Our client is a leading Facility Management and property maintenance company delivering integrated Building and Facilities Management Services, to a number of prestigious clients across the UK.
The Person req:-
To act as the first point of contact for visitors, contractor, site-based staff and callers and to undertake a range of other administrative tasks as identified by the Facilities Manager
Open the offices in the morning
Switch on all lights and check cleanliness of the interior, making a record of any poor levels of cleanliness or any maintenance issues and take necessary steps/action to remedy.
Ensure that the kitchens are well stocked with milk, sugar, tea and coffee. Orders to be raised via the building company
Carry out monthly audit on clear desk in line with client policy
Operate reception phone from 7.30am – 5pm; receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members personal direct line voicemail.
Ensure all voicemail messages to main office number are taken and directed to staff members. Maintain and ensure that the answer message is appropriate.
Report telephone equipment and line faults to the client helpdesk team
Greet and welcome visitors, contractors to the Office between 7.30am and 5pm, ensuring they sign in the visitor’s book and informing the relevant member of staff of their arrival.
Check visitors, contractor have parked their vehicle into the correct cark park on arrival to ensure parking fines are not issued.
Monitor and ensure that the reception area is kept tidy and projects a business-like image.
Receive request via email for visitors, contractor for parking vehicles. Book onto the system to register to prevent parking fines.
Keep a record of staff and visitors signing in and out of the building.
Check and sign for deliveries, before informing the relevant member of staff of their arrival. Deliveries by post or courier will include valuable items (cash, passports). Follow procedures and ensure security of valuables.
Log extension changes and advise all staff accordingly.
Log client absences of employees into the absence tracker
Process and deliver internal and external mail daily. Check that costs are charged to the appropriate Programme
Ensure that franking machine is charged and maintained.
On receipt of the appropriate request, book couriers and taxis on behalf of members of staff.
Process invoices and draw up paperwork to ensure costs are allocated to the relevant departments.
Manage stationery supplies.
Provide logistical support to meetings held in the office, to include preparation of meeting and conference rooms and assist in arrangements for catering provisions
Issue keys for employees to access draws in their desks. Ensure employee return keys at the end of each day.
At least 3 years’ experience of working within an office environment and front of house.
Previous experience of switchboard operation.
Familiarity with the use of office equipment i.e. fax, photocopiers etc.
Implementing admin systems and databases
Excellent verbal communication skills with a good telephone manner
Good written skills
Good interpersonal skills
Computer literate, with keyboard skills and experience of word-processing, (Microsoft Word,) combined with ability to acquire other skills as necessary (e.g. databases and spreadsheets).
Accurate typing – minimum speed of 35wpm.
Ability to work on own initiative and take responsibility where necessary and to work as part of a team.
Flexible and reliable to support with covering holiday and sickness
What to Do:-
If you are interested then please submit your details now.
Please note if you have not heard from us within 5 days, then your application has not been successful.
PRS is an equal opportunities employer.