Receptionist

JOB DESCRIPTION – RECEPTIONIST/OFFICE ASSISTANT

Reporting To:The Office Manager

Liaising With:Principally, the Office Manager, together with Directors and other office and site-based colleagues.

Purpose of the Job:The purpose of the Receptionist/Office Assistant’s role is to provide support to the Office Manager in all aspects of the Administrative function, with specific responsibility for the Reception area. The post-holder will be expected to work in accordance with internal policies and procedures and ensure a high level of flexibility and customer service to internal and external customers.

Other Requirements:Smart personal presentation is required on a daily basis, as is a pleasant telephone manner.

Principal Duties of the Post are to:

Assist the Office Manager in providing an efficient, effective receptionist and administrative service to the business and ensure that the Administration Departments aims and objectives are adhered to as far as possible.

Reception Duties

The Post-holder will be required to:

Operate the switchboard effectively. This means by answering calls within 4 rings, transferring callers to staff, as appropriate, taking and relaying messages to individuals and voice-mail boxes as much as possible.

Understand the switchboard system and its capabilities, eg. Programme and use speed-dial facility, update when necessary and generally ensure that the system is used to its full potential. Educate staff in its optimum use so that we can maximise the system’s features;

Educate callers about direct-dial numbers for the Estimating Department and be familiar with the voice-mail function in order to help staff and others with its operation.

4.Ensure that the Reception area is attended at all times by arranging cover with other appointed persons during lunch and other breaks.

Ensure that appropriate messages (together with emergency telephone numbers as appropriate) are set every evening and prior to holiday shutdown periods.

Responsibility for the post incoming/outgoing, including the online registering of all post on a daily basis.

Greet visitors and request all sign in and out using the visitor’s book.

Be able, after training, to recognise any “cold callers” either in person or over the phone and how to handle such calls.

Other Reception Duties Include:

Ensuring the reception area is kept clean and tidy;

Placing catering orders for office meetings and other events and assisting with catering/hospitality arrangements; including preparing drinks, ordering and laying out sandwiches and any other refreshments.

-Managing the Visitors’ Book and the Daily Diary of whereabouts, Meeting and Board Room bookings;

-Housekeeping – emptying and loading the dishwasher as and when necessary and always first thing in the morning and last thing at night and ensuring the kitchen area is kept tidy at all times.

Load the washing machine with tea towels on a regular basis to ensure a clean supply is always available and checking there is an adequate supply of washing powder, dishwasher tablets, salt and any other general cleaning items required to keep the kitchen area tidy.

-Checking there is an adequate supply of tea, coffee, sugar, biscuits, crisps, serviettes and paper plates and advising the Office Manager in advance when stocks need to be re-ordered, giving at least three days’ notice.

-Checking the milk supply is enough for staff and any meetings for the week and if necessary, increase/decrease the order with the milkman.

-Checking the board room and meeting room every morning and last thing at night to ensure they are clear of any dirty cups/plates and prepare in advance ready for any meetings.

Result Expected:That all those who visit or telephone the office are dealt with in a friendly, helpful way and are given an excellent impression of the company.

Office Assistant Duties

The Post-holder will also be required to:

Take responsibility for incoming and outgoing faxes and copy emails.

Be familiar with the operation of office equipment, e.g. printers, photocopiers, plotters, and help other members of staff in correct operation when necessary;

Regularly update company information lists, e.g. telephone and whereabouts of staff;

Scan and file Contract Administration documentation via Invu and hard copy files ensuring all items are filed accurately and efficiently for easy access.

Create pigeon holes, lever arch files and labels for QS’s updating job sheets

Archiving contract documentation at the end of projects and upon receipt of making good defect certificates, ensuring traceability at all times.

Management of off-site archives ensuring location documentation is correct and updated as boxes are added or removed including destruction dates. Assist CM’s and QS in locating boxes and returning to office if required.

Providing postage and signage as required by Site Managers and Contract Managers

Generally contribute to the expansion and use of Information Technology within the department.

Monitor stationery cupboard, stock take on a weekly basis and prepare orders to replenish ready for authorisation by the Office Manager, including the ordering of toners for site managers.

Assisting with invuing and sending out remittance advices for the accounts department.

Updating weekly labour returns/site paperwork weekly on relevant databases.

Setting up files/ pigeon holes for QS and other departments where necessary

Please for immediate consideration, and/or e-mail CV in MS Word format

Adecco is acting as an Employment Agency in relation to this vacancy. The Adecco Group UK & Ireland is an Equal Opportunities Employer.