Receptionist
Work Dynamics - Integrated Facilities Management
We are seeking a professional and versatile Front of House Receptionist to manage our reception area, switchboard services, and meeting room operations. The ideal candidate will provide exceptional customer service, ensure smooth front office operations, and maintain a welcoming environment for staff and visitors.
Key Responsibilities:
Reception Management:
- Greet and welcome all visitors professionally
- Manage visitor induction, including safety procedures and building information
- Issue and manage security passes and visitor belongings
- Coordinate with hosts for visitor arrivals
- Arrange transportation for visitors and staff
- Maintain a clean and tidy reception area
- Provide information on site facilities and local amenities
Switchboard Operations:
- Answer and route calls promptly and professionally
- Manage general email inquiries
- Handle press inquiries and difficult callers appropriately
- Ensure data protection and information security
Meeting Room Services:
- Manage room bookings using Microsoft Room Finder
- Support meeting/event setup and maintenance
- Provide first-line technical support for AV equipment
- Monitor and report on room utilization
Helpdesk Services:
- Manage all service-related inquiries and requests
- Operate helpdesk system for logging and processing work orders
- Route and track work orders to ensure timely completion
- Communicate clearly with end-users throughout the service process
- Monitor service level agreements (SLAs) and escalate as needed
- Participate in ongoing training to improve customer support skills
Mailroom and Document Management:
- Supervise mailroom operations and document archiving systems
- Ensure efficient mail distribution and secure document storage
Security and Compliance:
- Adhere to site security protocols and visitor policies
- Manage "Dawn Raid" procedures and unplanned regulatory visits
- Coordinate with security for additional or after-hours assistance
Administrative Support:
- Manage office supplies for reception and meeting rooms
- Update information packs and notice boards
- Assist with basic office tasks as needed
Reporting and Continuous Improvement:
- Record daily visitor numbers and provide utilization statistics
- Participate in ongoing training and quality improvement initiatives
Qualifications:
- High school diploma or equivalent; associate's degree preferred
- 2-3 years of experience in a receptionist or similar customer service role
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office Suite and facility management software
- Experience with multi-line phone systems and AV equipment
- Strong organizational skills and attention to detail
- Professional appearance and demeanor
- Ability to multitask and prioritize in a fast-paced environment
- Customer-oriented with a positive attitude
- Basic understanding of health and safety regulations
The ideal candidate will be a highly organized and customer-focused professional capable of managing diverse front office responsibilities while maintaining a welcoming and efficient environment for all visitors and staff.
