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PURPOSE:
 
To be responsible for all reception and office coordination duties while maintaining the daily functioning and appearance of the office.
 
 
 
RESPONSIBILITIES:
 
Reception:
  • Answer all incoming calls in a timely and courteous manner
  • Ensure voicemails are listened to and actioned in a timely manner
  • Welcome visitors, clients, suppliers etc to A&K providing them with refreshments if so required
  • Manage the Meeting room bookings via the system on Outlook
  • Maintain a tidy reception area
  • Assist HR with induction arrangements and travel/accommodation requirements
  • Support the training manager as required
  • Update all phone lists
  • Sort all incoming post and parcels/packages and deliver to staff around the office
  • Arrange couriers to collect parcels and ensure that all documentation is in correct order
  • Collect outgoing post from all departments at 4:00pm
  • Frank all outgoing post and sort in accordance with Royal Mail guidelines, ready forcollection at 4.30pm
  • Oversee all stationery and office supplies ordering and stock management, including sourcing better supplier quotes, ensuring that a monthly stock control is undertaken, etc
  • Ensure there are sufficient stocks of tea, coffee, sugar and hot chocolate in the kitchens
  • Compile weekly movements and organise weekly car parking rota
  • Check e-mail and respond to any day to day issues that arise
  • Manage the archiving of client files and other documents
  • Provide administration support for TOC Managing Director as and when required
Facilities:
  • Ensure that every floor has regular fire checks, that the First Aid kits are up to date and that First Aid posters are compliant
  • Keep the phone list updated for Cheltenham and London offices
  • Maintain the fire lists for the Cheltenham office and ensure that there is regular testing of the fire alarm and regular fire drills
  • Deal with general office maintenance requirements and liaise with landlord regarding property maintenance.
  • Responsible for the offsite storage area ensuring that all files and equipment are safely stored and easily retrieved
  • Order office furniture when required
  • Assist with any desk moves within the office
  • Hold and maintain key box and update key holder information
  • Contact external security and key holding companies if and when issues arise
  • Be the main point of contact for weekly maintenance checks and all contractors who visit site
  • To be responsible for the appearance of the office such as, awards displays, pictures, tidiness of communal areas, meeting rooms and staff breakout room
  • To be the main point of contact for the cleaning companies to maintain the required standards of office cleaning
  • Arrange regular PAT testing ensuring all pieces of equipment are regularly checked
  • Health & Safety responsibilities as required
  • Any other tasks and HR administration as deemed necessary by the Head of Human Resources
 
EXPERIENCE & QUALIFICATIONS:
 
Essential:
  • Experience of working in an office environment and carrying out administration duties
  • Good level of experience using Microsoft Office Suites
  • Call handling experience
  • GCSE English and Maths or equivalent
Desirable:
  • Experience of using call handling software
  • Health and Safety experience/qualification
Person Specification:
  • Friendly
  • An excellent level of attention to detail
  • Ability to self-manage their workload and willingness to help with other tasks
 
This Role Profile highlights the key responsibilities but is not intended to be exhaustive. If you would like to learn more about the position or apply please send your CV, salary expectations and cover letter to careers@abercrombiekent.co.uk