Full job descriptionWorking as the key point of contact for an international company, delivering a high-quality reception and switchboard service, projecting a professional, efficient and welcoming public image to all visitors and callers.
You will also provide an effective and cost-conscious travel booking service for assigned departments and administration administration and general admin and corporate services support, contributing to the efficient day-to-day operation of the office.
Role:
*Maintain the reception area to a consistently high standard, ensuring it is clean, tidy and well presented at all times
*Answer all incoming calls promptly and professionally via the switchboard
*Welcome all visitors courteously, manage guest registration and notify hosts of arrivals
*Record and relay accurate messages in a timely manner
*Manage meeting room bookings and room setups, including arrangements for refreshments where required
*Liaise with the Facilities team regarding any maintenance, repair or renewal requirements identified in reception, reception kitchen or meeting areas
*Arrange business travel for staff, including flights, hotels, rail, ground transportation and associated travel documentation, using approved suppliers, systems and booking channels and verify that requests contain the required approval
*Prepare and issue accurate itineraries, booking confirmations and supporting travel information.
*Maintain accurate booking records, traveller profiles, approvals and supporting documentation in the approved location.
*Support cost-conscious and policy-compliant travel arrangements, identifying and escalating missing approvals, policy exceptions, unusual costs, urgent traveller matters and other issues requiring management review. Team Support & General Administration
*Ensure effective handovers when covering reception duties or during periods of absence
*Support the Corporate Services Group with ad hoc duties and projects as required
*Handle travel booking records, visitor information, personal and confidential information, and supporting documentation securely and in accordance with company policies, data protection requirements and approved retention arrangements.
*Manage routine invoice administration for assigned areas, including monitoring the relevant invoice mailbox, raising requisitions and purchase orders, processing invoices accurately and following up queries.
*Liaise with Corporate Accounts and suppliers to resolve invoice, PO, cost-code or approval queries.
*Ensure records are maintained in line with internal finance procedures and audit requirements.
SKILLS
*Previous reception and switchboard experience is essential
*Experience in business travel booking and invoice processing within a corporate environment is desirable
*Strong communication skills with a professional and customer-focused approach
*Fluency in written and spoken English is essential
*Competent use of Microsoft Office and a willingness to undertake training on internal systems is required