We are seeking a highly organised and proactive Receptionist to serve as the face of our office. This role plays a pivotal part in ensuring the smooth day-to-day running of operations, delivering a professional front-of-house experience, and providing seamless administrative and facilities support across the business. The successful candidate will be a confident communicator with exceptional attention to detail, capable of managing multiple priorities while maintaining a welcoming, efficient, and well-organised workplace environment.

Key Responsibilities

• Provides professional ‘front-of-house’ response to all telephone and in-person enquiries from visitors.

• Manages all correspondence including dealing with email and distributing incoming mail to the appropriate individuals ensures these have been followed-up.

• Maintains bookings of all meeting rooms and ensures these remain tidy and presentable at all times.

• Coordinates equipment requirements for meeting rooms as required/requested.

• Maintains and updates the annual office building parking log by coordinating with Arenco Tower management and employees, ensuring all parking requirements are met. Also ensuring visitors receive guest parking access.

• Prepares couriers as and when required for all office staff and tracking the packages as necessary.

• Coordinate business related travel bookings for staff by liaising with the travel agent including flights, hotel, visas and any other travel requirement if necessary.

• Track and maintain supply of all office stationery and pantry items and places orders with suppliers accordingly.

• Provides support to the heads of Department as and when needed, Directors and other office bearers when required.

• Is the point person for all office related maintenance or facilities issues.

• Keeps a record of employee birthdays/farewells/birth of new-borns and other major life events and assists HR/line managers with special orders.

• Provides assistance for board meetings/office events, ensuring catering/refreshments are available.

• Proactively organise employee engagement activities and events, in conjunction with the EA/HR.

• Manages contracts and price negotiations with office vendors, service providers and identifies opportunities to find financial efficiencies where possible.

• Support HR department with new joiners – sending introductory email to staff, booking hotel/flight if necessary, organising their desk space and coordinating with the photographer to get their staff picture taken. 

• Conduct regular storeroom checks and coordinate with various teams to discard/shred old documents and ensure rooms are kept organised and neat.

• Ensure all office equipment such as chairs, TVs, pantry items are in working condition and arrange for repairs when needed or place order for new equipment.

• Coordinate with IT and HR on keeping up to date log in for office main door access codes.

• Ensures the office is clean, well-organised and provides a safe working environment for employees and clients/visitors. Ensure fulfilment of health and safety legislation and appropriate signage.

• Produce and edit documents using Power Point or word. Must have keen eye for graphics and be able to confidently think for self when creating an attractive document.

• Maintains petty cash for daily office requirements in accordance with Finance department and pays suppliers accordingly.

• Provide training to other admins who will cover the reception desk if and when on annual leave/sick leave etc.

• Take over certain responsibilities of office assistant when they are on leave.

• Undertake ad-hoc projects and tasks, as and when required.

Skills, Knowledge and Experience

• Fluent English language speaker – written and spoken. Native English speakers are preferred

• Minimum 3 years’ relevant office experience / general office administration

• Highly computer literate in all Microsoft office application (Word, PowerPoint, Outlook, Excel). Able to evaluate the IT needs of the office and communicate with Savills IT central team

• Strong communication and customer service skills

• Presentable and confident demeanour

• Experience of managing and maintaining database systems and record keeping systems

• Experience with bid / proposal / presentation production and editing advantageous

• Preferably experience of managing external contracts/ liaising with suppliers

• Sound experience of organising corporate events (e.g. sourcing and booking of venues)