Job Description

The Receptionist is responsible for providing a welcoming and efficient reception service to all visitors and callers, and for managing the verification and systematic capturing of invoices. This role requires excellent communication skills, attention to detail, and the ability to handle multiple tasks efficiently. The ideal candidate will exhibit a professional demeanour, strong organisational skills, and a commitment to service excellence.

• To attend to all visitors and/or contractors entering the office for meetings or maintenance work and deal with enquiries over the phone and face-to-face.
• To be the first point of contact for the company and provide administrative support across the organisation.
• To handle the flow of people through the business and ensure all responsibilities are completed accurately, promptly, and to a high standard.

Responsibilities:

Front Desk & Visitor Management
• Greet, welcome, and direct visitors, guests, and contractors in a professional manner.
• Manage visitor and reception logs, phone calls, and access control procedures.
• Act as the visible, positive first point of contact for employees, visitors, and stakeholders.

Office & Facility Management
• Support the Office Management team in ensuring smooth day-to-day operations.
• Oversee office upkeep, tidiness, and maintenance, coordinating with suppliers and service providers where required.
• Manage bookings for the office-side meeting rooms and facilities, coordinating with the Business Centre Coordinator, who manages business centre bookings.
• Handle mail, deliveries, couriers, and laundry services.
• Maintain inventory of office and meeting room supplies, and place all supply orders.
• Coordinate office seating plans and parking allocation.
• Liaise with the V&A property company on building repairs, maintenance, and tenant queries.
• Liaise with the company's contractors on all other maintenance and repairs, acting as the single point of contact for logging maintenance requests and tracking them through to resolution.

Administrative Support
• Perform general clerical duties (filing, photocopying, binding, collating).
• Maintain updated staff contact lists, movement logs, and corporate SharePoint documents.
• Send out internal communications (menus, cruise ship arrivals, wellness updates etc.).
• Support onboarding of new employees
• Track and coordinate wellness and carwash bookings and employee engagement activities (e.g., birthdays).
• Maintain confidentiality when handling visitor information, staff contact details, invoices, booking records, and any other company information accessed through reception or administrative duties. Ensure records are handled, stored, and shared in line with internal procedures and applicable data protection requirements.

Health, Safety & Compliance
• Maintain and update H&S evacuation rosters and appointee schedules.
• Monitor and report on fire safety alerts (OPTX fire box).

Finance & Vendor Coordination
• Receive, verify, and capture invoices in Sage with accuracy.
• Resolve discrepancies in coordination with the finance team.
• Maintain positive relationships with vendors, suppliers, and contractors.

Events Support
• Assist in the planning and execution of internal and external events hosted in the office, including set-up, guest coordination, and any other support required.
• Assist with catering, seating, and signage for events and functions.
• Support communication of event details and logistics to attendees and relevant stakeholders.
• Assist with welcoming guests at office events, which may require flexible availability.

Job Requirements

Minimum Educational Qualifications
• National Senior Certificate (NSC) or equivalent qualification

Minimum Previous Experience
• 2–5 years' experience in similar roles

Other Skills
• Proficient with Microsoft Office Suite
• Professional appearance: must wear branded, semi-formal, or provided uniform items at all times.
• Solid communication skills, both written and verbal
• Front-facing orientation
• Attention to detail
• Ability to be resourceful and proactive in dealing with issues that may arise
• Ability to organise, multitask, prioritise, and work under pressure
• Willingness to be flexible and assist with changing office priorities, urgent requests, or occasional ad hoc duties where required

Languages
• English (read, write & speak)