Job Description

: Receptionist / Administrative Assistant

About XAL Ltd:

XAL Ltd serves as the UK branch of a distinguished lighting manufacturer headquartered in Graz, Austria. With over three decades of sustained growth, the XAL Group encompasses additional renowned lighting brands, including Wever & Ducre (Belgium) and Wastberg (Sweden). Our global presence is complemented by a modern UK office located in the vibrant Shoreditch district of central London.

Role Overview:

The Receptionist / Administrative Assistant is a pivotal member of our team, responsible for managing the reception desk, handling incoming calls and emails, welcoming visitors, and overseeing the showroom calendar. The ideal candidate will be enthusiastic, personable, and proactive, contributing to a positive office environment. XAL Ltd is comprised of a close-knit, diverse team of over 20 professionals who utilize the office for hot desking throughout the workweek. Comprehensive training will be provided for all administrative responsibilities.

Reporting Line:

Directly reports to the Operations Manager.

Working Hours:

Monday to Friday, 9:00 am - 5:30 pm
Lunch Break: 1 hour

Leave Entitlement:

25 days annual leave plus Bank Holidays Office closure over Christmas (approximately two weeks, with three days deducted from annual leave)

Benefits:

Competitive salary Quarterly performance bonus Pension scheme Full private health insurance (after 12 months of service) Access to the Employee Assistance Programme (EAP)

Key Responsibilities:

Oversee the reception and office areas, ensuring a welcoming and professional environment. Regularly monitor and replenish consumable stock before and after client visits. Greet and sign in all visitors, notify the relevant XAL staff member, and offer refreshments. Personally escort visitors to the showroom, ensuring they are attended to at all times. Prepare the showroom for meetings, including coordinating with staff on visitor numbers, dietary requirements, and refreshments. Maintain and update the showroom calendar and monitor the dedicated showroom email address for bookings and requirements. Ensure office tidiness and communicate with staff regarding standards; escalate persistent issues to management as needed. Adhere to all health and safety protocols, promptly reporting any concerns to the Health & Safety Officer. Manage deliveries and arrange courier collections as required.

Additional Duties:

Serve as the primary contact for processing card payments over the phone. Learn to issue and verify copy quotes for customers, ensuring accuracy and proper documentation. Track shipments and proof of delivery (POD), maintaining clear communication with both the operations team and customers. Provide support for corporate events, including occasional evening work.

PERSON SPECIFICATION

Job Title: Receptionist/Administrative Assistant

CRITERIA

EDUCATION

NVQ or equivalent in English & Maths (E) NVQ or equivalent experience in Administration (E)

KNOWLEDGE, SKILLS & EXPERIENCE

Minimum 3 years' experience of working in an office environment or running a reception area. (E) Must have good clear spoken English (E) Knowledge of operating an ERP system or equivalent. Eg Microsoft D365 (D) Must have a good Level of communication both written & Oral and be able to listen clearly to customer's needs. (E) Must have good organisational skills and or experience of running a showroom calendar. (E) Experience of taking CC (credit card) payments over the telephone or via a computer system. (D) Knowledge of Data input for basic accounts & stock purposes (D) Knowledge/experience of operating a telephone system that links to mobile phones via internet calling through Teams. (E) Knowledge of Microsoft office and a good understanding of Outlook, Word, Excel (E)

OTHER

Willing to work occasionally into the evening to support corporate events Ability to stay calm under stressful situations should they arise.

Key:

E - Essential D - Desirable

Job Types: Full-time, Part-time, Permanent

Pay: 24,800.00-25,000.00 per year

Benefits:

Company pension Health & wellbeing programme Private medical insurance Sick pay
Ability to commute/relocate:

London EC2A 3HH: reliably commute or plan to relocate before starting work (required)
Education:

GCSE or equivalent (required)
Experience:

Administrative: 3 years (required)
Work Location: In person