Guest & Office Support Executive

Role Summary

The Guest and Office Support Executive is responsible for providing an exceptional guest experience for Triple Point visitors and colleagues, this includes coordinating client facing meeting rooms, the handling of calls and responding to emails in a timely manner. The role requires a keen eye for detail, the ability to multi-task effectively but most of all to ensure a seamless and enjoyable experience for guests and colleagues.

Key Responsibilities

• Register visitors with the building reception team.
• Welcome guests and visitors to the office.
• Act as a point of contact for client and employee related office support.
• Manage the reception email inbox, support the Facilities Manager with overview of the facilities mailbox.
• Answer switchboard calls with a warm greeting and within 3 rings, effectively taking messages and emailing the information to the relevant departments or colleagues.
• Building strong relationships with key contacts across the business.
• Provide meeting room booking and AV support, ensuring that rooms are set up accordingly.
• Provide support for desk booking processes.
• Ensure the Client facing meeting rooms are maintained and refreshed throughout the day.
• Receive and distribute post and parcels in a timely manner
• Assist the Facilities Manager in maintaining office stationery levels, responding to any requests.
• Ensure catering stock levels are managed and maintained.
• Arrange couriers, taxis, train travel and hotels as and when required.
• Ensuring the reception area, including the cloakroom and kitchens, are kept clean and orderly.
• Provide support at internal and external events as and when required. Lieu time will be accrued.
• When required, provide support for the printers, coffee machines and AV equipment.
• First Aid and Fire Warden support – (Training Provided)
• Managing security access passes, ensuring passes are being accurately issued and returned.
• Monitor standards of cleanliness, maintenance and presentation throughout the Triple Point office space, reporting any issues to the Facilities Manager.

Day to Day Responsibilities

• Meeting rooms are prepared and ready for the day ahead, this includes ensuring stationary, drinking water and any ad-hoc requests are fulfilled.
• Clear and refresh client facing meeting rooms, in preparation for the next meetings.
• Provide support to external clients when they are visiting the Triple Point Office.
• Offer refreshments for visitors, personalise this service where possible.
• Order and prepare catering for meetings.
• Complete general paperwork and administrative duties.
• Check emails and respond accordingly managing multiple inboxes.
• Answer Switchboard calls promptly, ensuring messages are captured accurately and dealt with accordingly.
• Prepare and distribute a guest list for up-and-coming visitors to Triple Point.
• Collect and distribute all post/parcels to colleagues.
• Support the Facilities Manager in ensuring copiers, kitchens and meeting rooms remain stocked and replenished throughout the day.
• Provide Support and guidance for internal and external events.
• Assist with any other ad-hoc request where required.

Knowledge and Experience

• Prior experience working as a receptionist or in a fast paced, customer focused, professional environment.
• Excellent verbal and written communication skills.
• Ability to prioritise tasks efficiently and responsibly.
• Proficient with desk and booking portals/software.
• Being detail orientated and possessing the ability to multitask.

Qualities and Competencies

• Proactive and self-motivated.
• Creative thinker with the ability to generate new ideas and think outside the box.
• Strategic mindset with the ability to see the big picture.
• Ability to work under pressure and meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to adapt to change and work in a fast-paced environment.
• Excellent interpersonal skills with the ability to build relationships and influence others.
• High level of professionalism and ethical conduct.
• Strong commitment to quality and continuous improvement.
• Flexibility and willingness to take on additional responsibilities as needed.