Receptionist & Office Support

Job Description: Receptionist & Office Support

The Receptionist & Office Support role is an exciting entry-level position ideal for a motivated individual looking to start their career in office administration. This position focuses on providing outstanding customer service at the front desk, alongside offering essential support to the team. The role will involve managing reception duties and assisting with daily office tasks, contributing to a smooth workflow. The ideal candidate will be organised, eager to learn, and ready to take on a variety of tasks with a positive attitude.

Key Responsibilities:

Reception & Customer Interaction:

• Serve as the first point of contact for all visitors, clients, and callers.

• Monitor and respond to email enquiries promptly.

• Greet visitors and direct them to the appropriate team member.

• Maintain a professional and friendly reception area.

• Answer and direct phone calls, ensuring clear communication with internal teams and customers.

Office Support:

• Assist the team with general office administration, including filing, data entry, and maintaining office supplies.

• Support various departments by taking on clerical tasks as needed.

• Quoting

• Raising of jobs

• Help organise and manage the digital filing systems.

Scheduling & Coordination:

• Assist with coordinating meetings, appointments, and conferences for the team.

• Ensure meeting rooms are set up and ready for internal and external meetings.

• Help manage schedules and ensure minimal disruption to office operations.

Document Management:

• Manage incoming and outgoing mail, ensuring timely distribution.

• Prepare and organise documents and reports as requested by team members.

• Assist with the creation of presentations and materials for meetings.

Additional Duties:

• Support the team with other office-related projects and administrative tasks as required.

• Assist with the onboarding of new staff and coordinating necessary paperwork.

• Help maintain general office operations and ensure a well-organised workspace.

Key Performance Indicators (KPIs):

Customer Interaction & Satisfaction:

• Answer all incoming calls within 3 rings, ensuring a polite and professional demeanor.

• Maintain a welcoming reception area and ensure visitors are greeted promptly.

Operational Efficiency:

• Provide timely support for administrative tasks, ensuring they are completed as required.

• Ensure all mail and packages are processed and distributed within 24 hours of receipt.

• Monitor office supplies and reorder when necessary, ensuring there are no shortages.

Documentation Accuracy & Organization:

• Keep filing systems organised and up-to-date, with no lost or misplaced files.

• Maintain high accuracy in data entry and document management tasks.

Team Support:

• Assist with scheduling and organising meetings, ensuring smooth coordination.

• Provide efficient administrative support to senior team members with minimal guidance.

General Reception Duties:

• Ensure calls are answered promptly and the reception area remains tidy and welcoming.

• Maintain clear communication with other departments to support administrative needs.