Office Receptionist

Roles and responsibilities

PRIMARY FUNCTIONS:

• Act as the first contact and support to clients and GHD employees calling or visiting the office.
• Provide administrative support to service group managers and job managers.
• Assist with all general administrative work within the office.
• Looking after the office in terms of maintenance and safety.
• Provide support to project teams when needed.
• Travel coordination, hotel booking, transportation, etc.
• Clients' registration.
• Preparing LPOs and handling office petty cash.
• Prepares letters, memos and other documentation required.
  

PERSONAL COMPETENCIES:

• Well-developed communication skills - shares information and knowledge
• Sound judgement and decisiveness
• High level of trust, discretion and confidentiality
• Able to work under pressure.
• Has excellent written and spoken English.
• Well organized and a team player
• Sets the tone in the office through high standard of efficiency in handling tasks, dealing with people and creating a generally professional atmosphere.
  

KEY PERFORMANCE INDICATORS:

• Office administrative processes run efficiently and effectively.
• Encourages teamwork and cooperation.
• Individual Action Plan implemented.
• Correctness and accuracy of documents and systems
  

What We Offer

We offer a professional, friendly and inclusive culture based on our core values of Safety, Teamwork, Respect and Integrity.

We are committed to the success of our people which is why we want to create the best employee experience that supports each member through all the stages of their career.

• A competitive salary
• A comprehensive benefits package; pension, medical insurance, income protection, 22 days holiday with the option to buy an additional 4 weeks
• Enhanced parental leave
• Voluntary benefits designed to suit your lifestyle – cycle to work, discounted gym membership, season ticket loan, discounts on retail & wellbeing classes
• Access to our Employee Network Groups, which represent every strand of diversity and allow colleagues to connect and learn from each other on an open, inclusive platform
• Wellbeing resources and tools, and demonstration of our commitment to wellbeing by signing up to the Mental Health at Work Commitment
• Team led flexible working
• Opportunities to grow your skills and shape your career towards technical expertise, developing the market or leading a business or team
• International, multi-cultural team of highly motivated individuals
• An exciting referral program; bring people with you!

Desired candidate profile

1. Customer Service Skills

• Professional Communication: Greet visitors, clients, and staff with a friendly, professional demeanor, ensuring a positive first impression of the organization.
• Problem Solving: Addressing inquiries, resolving concerns, and providing helpful information to visitors and callers in a timely and efficient manner.
• Multitasking: Managing multiple tasks simultaneously, such as answering phones, greeting guests, handling appointments, and organizing paperwork.

2. Administrative and Organizational Skills

• Appointment Scheduling: Coordinating schedules, booking meetings, and managing calendars for the team or executives.
• Document Management: Managing incoming and outgoing mail, filing, sorting, and distributing documents, as well as maintaining an organized filing system.
• Office Supplies: Monitoring inventory and ordering office supplies, ensuring the reception area is stocked and well-maintained.
• Data Entry: Inputting and updating information into databases, handling forms and documentation accurately.

3. Communication and Interpersonal Skills

• Phone Handling: Answering and directing phone calls in a courteous and professional manner, taking accurate messages, and ensuring calls are transferred to the correct departments.
• Visitor Management: Welcoming guests, ensuring they are signed in and given proper identification badges, and notifying the appropriate team members of their arrival.
• Team Collaboration: Working closely with other departments, coordinating with staff and external vendors, and supporting the overall office operations.
• Written Communication: Writing emails, letters, and memos clearly and professionally, ensuring communication is effective and appropriate.

4. Technology and Software Proficiency

• Computer Skills: Proficient in using office software and applications like Microsoft Office (Word, Excel, Outlook), and often specialized software for scheduling, visitor management, and data entry.
• Telephone Systems: Familiarity with phone systems, call forwarding, voicemail management, and other telecommunication tools.
• Reception Management Software: Experience with software tools for managing bookings, visitor logs, or even security systems that track who enters and exits the building.

5. Time Management and Attention to Detail

• Task Prioritization: Ability to prioritize tasks and manage time effectively, ensuring that urgent requests are handled quickly and non-urgent matters are addressed in a timely manner.
• Attention to Detail: Ensuring all details, such as appointment times, room bookings, and visitor logs, are accurate and up-to-date.

6. Confidentiality and Security Awareness

• Confidentiality: Handling sensitive information with discretion and confidentiality, especially when dealing with personal or business-related data.
• Security Protocols: Ensuring that visitors follow proper check-in procedures and adhering to office security measures to maintain a safe and secure environment.