Reception Assistant

Our client is looking to recruit a Reception Assistant, responsible for overseeing front-of-house operations at their serviced office facility in Croydon, ensuring a professional and welcoming environment for all clients, visitors, and staff. This role plays a key part in building strong relationships with clients, delivering exceptional customer service, and efficiently managing the virtual office service. The role also includes security oversight, administrative support, and facilities coordination. Flexibility is key to success in this position.

Client Relations

1. Act as the first point of contact for all clients and visitors, offering a warm and professional welcome.
2. Address client inquiries and resolve issues promptly and efficiently to ensure high levels of satisfaction.
3. Foster strong relationships with clients and visitors, maintaining a positive brand image.

Facilities Coordination

1. Work closely with the Reception & Operational Support Manager to coordinate client requests and ensure seamless business operations.
2. Ensure meeting rooms are booked, allocated, and prepared according to client requirements.
3. Assist with the coordination of office supplies, maintenance, and vendor relationships.

Administrative Support

1. Handle incoming and outgoing mail, including courier services and general office administrative tasks.
2. Provide support for booking meeting rooms and managing related client requirements.
3. Maintain accurate records of client interactions, mail handling, and reception services.

Virtual Office Service Management

1. Support the virtual office service by handling mail forwarding, call forwarding, and other remote office services.
2. Manage post room operations, ensuring efficient receipt, sorting, and distribution of incoming mail and packages.
3. Liaise with virtual office clients to address their needs and ensure high service standards.

Health And Safety Compliance

1. Assist in ensuring health and safety procedures are followed within the reception area.
2. Support emergency procedures, including fire drills and first aid provision.

Security Management

1. Follow security protocols, including visitor sign-in procedures and issuing access cards.
2. Ensure the reception area is secured at the end of each working day.

Supplier Liaison

1. Support relationships with key suppliers, including office supply vendors and maintenance contractors.

Event Coordination

1. Assist in organising client events and meetings, ensuring all logistical requirements are met.

Staff Support

1. Provide cover for other team members during absences due to sickness or holidays.
2. Handle general correspondence and client queries as required.

Experience

Personal Specification:

1. Proven experience in a similar role within a corporate or managed office environment.
2. Strong background in delivering high-quality customer service.
3. Experience in managing virtual office services and post room operations (desirable).

Personal Attributes

1. Professional and approachable, with a strong focus on customer satisfaction.
2. High level of attention to detail and a proactive approach to problem-solving.
3. Ability to work independently and as part of a team.
4. Flexible and adaptable to changing demands and situations.

Top 10 Competencies necessary for the Role

1. Customer Focus: Dedicated to meeting the expectations of clients and visitors.
2. Integrity and Trust: Maintains confidentiality and professionalism in all interactions.
3. Time Management: Efficiently manages workload and prioritises tasks.
4. Problem-Solving: Identifies issues and finds solutions proactively.
5. Interpersonal Savvy: Builds and maintains positive relationships with clients and colleagues.
6. Action Oriented: Takes initiative and acts with urgency when needed.
7. Composure: Handles stressful situations with a calm and professional approach.
8. Attention to detail: Ensures accuracy in administrative tasks and client interactions.
9. Organisational Agility: Navigates internal processes and manages multiple tasks effectively.
10. Flexibility: Adapts to changing priorities and business needs with ease.