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.