Job Description

Purpose of the post:

To represent Four Marketing Group as a brand ambassador by providing exceptional front of house service at all times. Responsible for the daily function and smooth running of our Head Office Reception.

Main duties and responsibilities:

Front of House

Ensure exceptional standards of presentation are maintained at all times. This includes general housekeeping of the reception area. Take responsibility as a company key holder, opening and closing the building if required and conducting building checks in the morning and evening, ensuring any issues arising are reported promptly to facilities and maintenance. Meet and greet all visitors ensuring that you are polite and courteous, providing a warm welcome at all times and following any company guidelines provided. Offer refreshment to all guests on arrival (water - tea/coffee when appropriate). Organise Meeting Room on request and maintain/monitor Meeting Room Inboxes/Calendars to prevent clashes with bookings. Organise refreshments if required. Ensure Reception cover is aware of all daily procedures, responsibilities and current enquiries Create security key cards for staff, maintaining a log of these and keeping the system up to date. To act as Fire Marshall or First Aider if required.

Deliveries and Post

Take responsibility for sorting and distributing all incoming post, ensuring staff are promptly notified and subsequently collect deliveries. Organise outgoing post when required to support cross-departments, including use and maintenance of the franking machine if required. Organise and maintain stationery and post areas, ensuring tidiness at all times. Organise national and international couriers when requested, maintaining a log and ensuring company guidelines are adhered to and approved suppliers are used.

Telephone and Email Communications

Answer and screen all calls efficiently and promptly using a professional, informative greeting and promptly direct calls/enquiries to their destination. Announce callers to all staff before putting calls through. Ensure messages are gathered following etiquette guidelines and relayed in a timely and effective manner. Review regularly any designated company inboxes and ensure prompt replies to queries (including holding replies if the email is to be forwarded on).

Office Administration Support

Assist with company travel, accommodation and hire cars accordance with travel guidelines when needed. Maintain the company contacts list and distribute periodically to the wider business. Reconcile monthly credit card statements with all receipts from transactions/expenditures in line with reporting guidelines and ensure the security of the credit cards held by Reception at all times. Ensure stationary supplies are monitored, create an inventory and re-order accordingly while liaising with relevant Managers to approve costs. Undertake any other ad-hoc administrative duties as required.

Other

To contribute positively to the effectiveness and efficiency of the Group Reception function.

Please note, the roles and responsibilities listed above are indicative of the position and are not exhaustive and the role includes actions based on any reasonable requests by a line manager