Business Co-ordinator

Business Support Administrator Job Description

Our client are a small London based team (20-25 in the office) for a membership organisation with an out of London HQ - this role is 32 hrs per week - Mon - Thurs 8.30am - 5.30pm with no requirement to work on a Friday

Role Outline

To provide a high level of professional and courteous reception service to all staff and clients visiting the building. To answer all calls in a polite and friendly manner promptly and efficiently. Provide support to the office and take the lead in Facilities Management to ensure all the London office needs are fully met. Undertake a proactive role to ensure the smooth running of the office

Role Responsibilities

Primary

• Meet and greet all visitors in a professional, welcoming and friendly manner,

ensuring all visitors are signed in, in accordance with health and safety

regulations

• Answer all internal/external calls promptly, transfer calls/take detailed messages as required
• Oversee meeting room schedules, make bookings when requested and resolve

meeting room conflicts accordingly

• Update the membership portal with visitor information for visibility by the membership team
• Order catering/lunch for on-site meetings as requested by the meeting facilitator
• Sort all incoming post and distribute to members of staff
• Receive and sign for deliveries and arrange/handle collections
• Arrange outgoing post and prepare recorded and special deliveries
• Arrange for couriers and taxis
• Responsible for ordering, monitoring and replenishing all office supplies and

stationery

• Request maintenance and report faults for office equipment - printers,

copier, inside and outside the building

• Monitor enquiries and all meeting rooms inboxes
• Take part in jointly monitoring the reception inbox and calendar

and keep it up-to-date

• Take the lead in Facilities Management to ensure all office needs are fully

met

• Liaise and coordinate with external contractors (e.g. refurbishment)

Secondary

• Supporting wider business support activity when required:

o Meeting room preparations (VC, Conference, IT)

o Tea/Coffee, lunch provisions

• Storeroom management
• Assist with internal staff events
• Make suggestions where improvements could be made

Budget Responsibilities

• None

Reporting Structure

The role directly reports to the HR Director & Company Secretary

Skills & Competencies

• Previous reception/front of house experience
• Knowledge and proficiency in Microsoft Outlook, Word and Excel is required
• Ability to communicate with people at all levels confidently and professionally
• Polite, friendly and well spoken
• Self-motivated and using own initiative
• Excellent time keeping skills
• Proactive approach to work
• Excellent organisational ability
• Attention to detail
• Ability to multitask and prioritise workload

Benefits

Benefits include bonus, pension, private health insurance, season ticket loan, cycle to work scheme