£25000 - £27000 per annum
15-04-2019 04:53 PM
Working closely with the Office Management, this person will be responsible for reception duties in our London HQ. This role will provide a dual function, working closely with the Administration team and the Finance departments in the London office.
*Meeting and greeting: ensuring all clients and guests are greeted appropriately.
*Responsible for handling the meeting rooms requests and ensuring the diaries are appropriately updated
*Responsible for ensuring all visitors are logged and issued with passes.
*Ensure that meeting rooms are approached proactively and planned in advance to ensure that meetings are facilitated to ensure:
1.The environment is always kept clean and presentable
2.The facilities provided match with the specification of the meeting.
3.Refreshments are appropriate
*On meeting closure, the guests should receive professional leave-taking and the meeting room cleared or prepped for the next meeting.
*Responsible for hospitality lunches when required, which will ensure working closely with the Office Assistant.
*Ensure that all incoming calls to the main line are handled professionally to include, gate keeping and message taking.
*Maintain the set up and cleanliness of the staff kitchen and ensure that supplies are managed to optimum levels
Assistance on Supplier Invoice Management
*Logging of all supplier invoices to Invoice Log (Excel)
*Scanning and storing of electric copies of all supplier invoices to server
*Distribution of all supplier invoices to the relevant departments for payment approval.
Assistance on Document Storage and Management
*Sorting and filing Finance & Treasury documents (physical documents) by document types and by branches in sequential order
*Preparation to dispatch Finance documents to Document Scanning Solution service provider
*Assistance on retrieval of audit samples from cupboard, Document Scanning Solution website, etc.
Other Duties and Responsibilities:
*Raising of purchase orders for office supplies and reconciling incoming invoices
*Receiving and dealing with the post, distribution throughout the office, along with the morning newspapers.
*Responsible for the courier and post service.
*Communicate effectively with all levels of employees.
*Maintain the highest degree of honesty and integrity at all times
*Education: Proven related experience and/or training or equivalent combination of education and experience.
*Fluency in business English
*Computer literate and mastery of MS Office packages
*Hourly rate of pay will be in accordance with Education and/or related experience.
*Working hours : 36.25 hours per week, 8.45 - 5.00 (1 hour unpaid lunch)
*Holidays: in accordance with office schedule of bank and national holiday