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.