Receptionist

Overview Job Description

What this job involves

Responsibilities

Provide front of house and reception services for the client directly.

Handling the client’s reception duties with care, commitment and always in a courteous manner.

Managing and responding to the client’s customer’s requirements and requests to ensure a high level of customer support to the JLL clients.

Anticipate, welcome and announce visitor arrivals.

Management of visitor access cards and signing in.

Operating a switchboard

Telephone enquiries (internal & external).

Distributing calls throughout the building, taking messages if necessary and e-mail relevant individuals without delay.

Handle couriers and post deliveries and collections.

Keep reception area neat and tidy.

Check e-mails each morning and react accordingly.

Maintaining accurate and efficient management information systems.

Ensure all activities are carried out are in accordance with Health and Safety policies.

Manage client requests via the ticket’s system in place

Support with events

Support and cover when required the Event coordinator

Note in exceptional circumstances there may be a requirement to assist with other ad hoc duties for the client off reception.

Raise quotes for Client approval and raise PO’s to JLL and Client vendors for Above Baseline services

Assisting in setting up in house and external events as and when required.

Upkeep and review of onsite Manuals, Handbooks, Guidance notes related to the JLL Soft Services Working with the Regional Facilities Manager and Moves and Changes team to address internal space requirements and to organize / assist with team moves and Moves and Changes team.

Specific Duties

Ordering couriers, etc.

Register incoming packages at the courier and in the local registry booklet / tablet, then send an email to the recipient employee

Issuance of packages and letters

Keeping outgoing and incoming mail in a spreadsheet (excel)

Check the list returned from the post office

Registering invoices in a spreadsheet (excel), one by one

Tell employees about the arrival of your lunch order. (phone)

Receipt, handling, registration and storage of office supplies

Office supplies warehouse management, inventory management

Creating a badge for guests, registering and accompanying them on arrival (if necessary)

Booking of meeting rooms

Confidential document container inspection

Administration of locker keys

Filling evening meetings :

Load copier paper in copy rooms

Filling office cabinets

Clock check in the meeting rooms, replacement of flipchart paper, whiteboard, felt-tip pen, clearing of whiteboard

Load envelopes

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