FOH 

5 month Fixed term contract

Annual salary £28,886

Mon-Fri 8am-5pm

Opening Duties:
- Turn on all lights.
- Ensure the reception area and desk are clean and tidy.
- Empty the box for returned passes.
- Call ARC and sign out all internal passes.
- Sign out all visitor passes.
- Take out forms, diaries, documents, and passes from drawers for the day.
- Confirm the catering team has the daily meeting room bookings for refreshments and food orders.
- Reprint the room list if needed.

Daily Duties:

External guests:
- Check meeting rooms before each external meeting, ensuring the room is clean, tidy, and set up with refreshments. Assist the catering team if necessary.
- Welcome external guests.
- Issue paper passes for external guests.
- Inform the host or PA upon their arrival.
- Escort external guests to their meeting room and inform them of available refreshments.

- Meet and greet visitors.

Emails:
- Monitor mailboxes.
- Handle room requests.
- Book recurring internal and external meeting rooms.
- Add refreshments to bookings.
- Order breakfast or lunch from external companies like L'Express or G&G.
- Follow up on breakfast and lunch orders.
- Arrange AV support.
- Assist with room requests for external bookings when no rooms are available. Contact PA/Host for internal bookings to reschedule or find alternative solutions.
- Help requestors contact 5th floor Orega or 9th floor Barings for additional meeting rooms if needed.
- Register external guests for 5th and 9th floors. For the 5th floor, allow ground floor reception to send guests to the 2nd floor and contact the host upon arrival. For the 9th floor, guests can go directly to the meeting room if requested.
- Register internal and external guests on the ground floor reception booking system.
- Add external guests to Condeco.
- Register guests in the diary.
- Register new joiners on the ground floor booking system and in the diary.
- Register work experience students on the ground floor booking system and in the diary.
- Allocate desks for internal staff or work experience students, providing a PC if required.
- Cancel desk bookings upon request.

- Cancel room bookings upon request.

- Change room bookings upon request.
- Contact hosts upon work experience students' arrival.
- Issue temporary passes for work experience students by calling ARC.
- Register work experience passes on the spreadsheet.
- Issue Phoenix Colleague passes for new starters.
- Issue daily temporary passes for internal staff who left or lost their passes.
- Reinstate photo badges for internal staff.
- Follow up on all internal bookings for the following days.
- Follow up on all external bookings for the following days if guest lists are not provided.
- Handle calls from ground floor reception regarding forgotten passes, verify in the Phoenix colleague directory, and grant access.
- Activate photo passes at the landlord barriers on the ground floor.
- Send leavers' badges back to ARC.
- Print documents on request.
- Ensure Phoenix colleagues whose contracts are expiring do not access the floor until confirmed by their line manager. Coordinate with ARC to manage access.
- Collect post from the loading bay post room.
- Collect contractor passes from landlord security on level -3.
- Collect our passes from landlord receptions on the ground floor.
- Register post (letters/parcels) on the form.
- Notify the owner of parcels/letters via email.
- Forward selected mails to other sites.
- Inform recipients when photo passes are ready for collection and store them securely.
- Send letters or parcels from Phoenix colleagues to other sites or home addresses, using track & sign if necessary.
- Ensure colleagues sign the book when collecting their post or letters.
- Book cabs via GETT and send booking confirmations.
- Cancel GETT cab bookings upon request.
- Assist colleagues with accessing the GETT booking system.
- Book parking for contractors upon FM request.
- Prepare contractor passes by contacting ARC security and landlord security.
- Deliver passes to landlord security.
- Register contractors on the ground floor booking system.
- Register contractors upon arrival during working hours.
- Escort contractors to FM or contact FM upon their arrival.
- Sign out contractors.
- Answer phone calls and manage bookings.
- Provide booking information and updates over the phone.
- Liaise with landlord reception regarding various queries.
- Store jackets, coats, and luggage for both internal and external guests.
- Offer and serve refreshments to external guests if the meeting isn't ready, while they wait at reception.
- Assist with WiFi connectivity issues.
- Update the new WiFi password on the board every Friday before 5 PM.
- Direct or escort colleagues to FM or workplace concierge.
- Raise jobs on Prism.
- Send confirmation emails to Phoenix Contract Support.
- Print the booking sheet for the following day for the catering team.
- Check meeting rooms for lost items.
- Prepare visitor passes for the following day.
- Assist contractors and internal staff with obtaining new photo passes.
- Handle lost and found properties.
- Follow up on unreturned passes.

- Order G&G Lunch for all rooms.

- Chase orders from G&G.

- Issue pass for 5^th floor

- Chase unreturned passes.

- Lease with ground floor reception for barrier access.

- Assist with meeting room bookings on the 5^th floor Orega and 9^th floor Barings

- Dealing with First Aid issues.

- Handling complaints

- Booking Snowflake area

Client Hub – London Room:
- Process booking requests:
  - Check room availability and book it.
  - Send confirmation emails to the requestor.
  - Notify AV-Support iLab.
  - Follow up on bookings a week before the meeting date to ensure all information, such as guest lists and food orders, is ready.
  - Order lunch from G&G for groups over 10 people or from L'Express/Barings for smaller groups.
  - Register VIP visitor passes with ARC.
  - Issue badges and escort VIP visitors to the Client Hub upon arrival.
  - Ensure VIP passes are returned at the end of the meeting.

 

Closing Duties:
- Put passes, forms, documents, diaries, etc., away into the drawer.
- Ensure the desk and reception area are clean and tidy.
- Place the out-of-hours sign next to the reception.
- Turn off all lights.

We are on the lookout for a professional, welcoming, and experienced Receptionist to join our team. You will perform reception, administration, and secretarial duties efficiently and effectively on behalf of the building in which you are located in.  

You will help facilitate the flow of personnel by managing access points throughout the building and ensuring the maintenance of fob access systems. You will be expected to keep a tidy and efficient reception area, providing a professional and courteous service throughout. You will also be required to handle any phone calls and emails in a prompt, professional manner as well as sorting and distributing incoming mail and packages.  

As a Corporate Receptionist, you will be in charge of managing documentation and ensuring it is stored in the appropriate location or system. Some additional duties will include opening and closing the building, maintaining building security, managing queries and messages from visitors, issuing visitor and staff passes, assisting with emergency evacuations, ordering of consumable goods and more. 

We are looking for someone with a friendly and approachable manner and can always remain professional, displaying sound communication and interpersonal skills. The ideal candidate needs to be IT literate with the ability to prioritise your own workload and work efficiently to agreed deadlines.