Receptionist / Administrator

A position is now open for a Receptionist/Administrator.

Position: Receptionist / Administrator
Location: Hammersmith
Reporting to: Executive Assistant

Duties will include:

  • Providing consistently efficient and professional front of house service to the Company and effective day-to-day management of the reception function, including operating the switchboard, welcoming and directing visitors, and acting as a central information point
  • Maintaining a clean and tidy reception area
  • Providing administrative and travel support for the commercial teams

Overview of the Company:

Tarsus is an international business-to-business media group with interests in exhibitions, conferences, publishing and online media. Since its inception in 1998 with one key brand and a turnover of £4.8 million, the Group has grown substantially and now operates in thirteen key sectors - with over eighty events and websites and an annualised turnover of over £86 million. This role is based in the Group's London office in Hammersmith.

Specific responsibilities:

Reception:

  • Meeting and greeting visitors in a welcoming and courteous manner, offering refreshments where necessary
  • Maintaining a clean and tidy reception area and all meeting rooms
  • Answering and directing all incoming calls to the switchboard. Handling all enquiries promptly and efficiently, providing quality customer service by taking messages and re-directing callers appropriately
  • Distribution of post, courier packages and all incoming faxes
  • Franking outbound post, organising special deliveries and booking couriers
  • Ordering stationery, toners and office refreshments and maintaining appropriate stock levels
  • Maintenance of reception filing systems, including purchase orders, delivery notes and shipment receipts
  • Updating Reception Procedure manual
  • Liaising with the building security on factors such as access cards, facilities and building maintenance issues
  • To regularly provide building security an up to date list of access cards
  • Attending quarterly tenancy meeting with building security, reporting relevant information to the office
  • Reconciling bills for couriers and all outgoing mail at the end of each month.
  • Organising birthday cards
  • Acting as Fire Officer in the event of the fire alarm sounding
  • Arranging Reception cover in event of any absence (lunch breaks, holidays etc.)
  • Managing Pure account and all business lines.
  • Managing the cleaners
  • Responsible for office hardware allocations
  • Archiving and filing for the office using Saracen
  • Testing the water monthly
  • Organising any repairs to the office

Administration for the Office:

  • 'Labels & Labelling' magazine subscriptions and circulations
  • Managing returned mail and updating the sales database with address changes for the Labels Group
  • Data entry
  • Arrangement of travel, including arranging visas
  • Updating mailing lists on Salesforce
  • Processing expense claims for Labels and Labelling management
  • Admin assistance with Intranet
  • Raising and managing the PO system

Administration for the Commercial Director:

  • Organise Commercial Director’ travel and visa requirements
  • Submitting expenses
  • Updating contact lists
  • Assisting with PowerPoint presentations

Essential experience:

  • 1+ years of reception experience
  • Good knowledge of MS Office

Preferred experience:

 Knowledge of databases

Skills and abilities:

The ideal candidate will need to demonstrate:

  • Ability to deal effectively and confidently with a wide range of people
  • Flexible approach to work and the ability to juggle tasks
  • Good communication and organisational skills
  • Pro-active and enthusiastic attitude

Terms and Conditions:

Normal working hours are Mondays to Fridays, 8.30am to 4:30pm.

This job description is a guideline only and is not intended to imply any strict limitation as to the duties required by the role.