Receptionist & Office Assistant

Reports to: EA to CEO

Job Purpose: This role oversees and maintains ITC’s Front of House, as well as supporting and assisting in all aspects of office and facilities management – ensuring the highest possible quality of service at the best cost. This role is the public face of ITC to staff and visitors and is responsible for creating a safe, clean and welcoming environment.

 Key Interfaces: ITC Employees, Visitors, Landlord and associated Agent, Building Facilities Provider, Third Party Suppliers

The Role will Involve:

• General reception duties, including answering and forwarding all calls on the switchboard, meeting room allocation, greeting and offering refreshments to guests, management of incoming and outgoing post and courier services;
• Ensuring Reception and meeting rooms are kept presentable for visitors at all times, including responsibility for the kitchen area, dishwashers and coffee machine;
• Catering and vending for office provisions and meetings;
• General upkeep of the office; office supplies replenishment, cleaning company liaison, plants, waste disposal and recycling, milkman, updating the internal phone list, arranging necessary repairs and liaising with 3rd parties for maintenance of all office equipment including photocopier, printers and franking machine;
• Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies
• Suggesting changes to working practices as needed
• Arranging upkeep including signage, lighting, safety and electrical testing where necessary;
• Keeping records of inspection findings, incidents and accidents;
• Monitoring visitor access and maintaining security awareness, ensuring that all guests are correctly signed in and out and are wearing visible visitors passes at all times;
• Managing the physical security of the office including acting as the Relationship manager with the building management, security, and reception teams;
• Acting as the key contact with the landlord on building maintenance and associated areas e.g. lifts and air-conditioning;
• Providing general administrative and clerical support to internal departments as and when necessary
• Maintaining the front of house process guide
• Undertaking other duties from time to time as required

We are Looking for Someone With:

• Relevant professional qualification in facilities management (desirable)
• Relevant professional qualification in health and safety (desirable)
• Intermediate skills in MS Office (Word, Excel, PowerPoint, Outlook) (essential)
• Excellent written and verbal communication skills
• Excellent interpersonal, relationship-building and negotiation skills
• Confidence and resilience
• Patience and diplomacy
• Good time management and organisational skills
• Attention to detail
• Ability to multi-task in a fast-paced environment
• Professional telephone skills and confident in dealing with business customers

Working Hours & Location: Normal working hours are 7.5 hours a day - Monday – Friday. This role is based in our Canary Wharf office,

Benefits:         

• 25 days annual leave.
• Pension scheme.
• Private health insurance.
• Enhanced maternity and paternity leave.
• Death-in-service life cover.
• Shopping discounts.
• Cycle to work scheme.
• Season ticket/gym loans.
• Online wellbeing centre.
• Free tea & coffee.
• And more!

This job description is intended to convey information essential to understanding the scope of the role and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.