FOH Administrator – 4548

Roles and Responsibilities

• Being first point of contact: meeting, greeting and welcoming business clients and staff in a professional and friendly manner to portray a professional business image;
• Answering and directing call appropriately, taking accurate messages while projecting the company’s image in a courteous, efficient and helpful manner;
• Booking meeting rooms, following up meeting room requests and maintaining the meeting room calendars within Outlook;
• Ordering lunches for meetings as requested, ensuring that dietary requirements are always asked for in advance, preparing refreshments;
• Setting up and connecting video conferences and conference calls etc. liaising with IT for specific requests;
• Recording and handling all incoming and outgoing couriers and distribute to the appropriate person;
• Arranging national and international couriers with the appropriate companies;
• Coordinate daily activities with building reception i.e. visitors, contractors;
• Keeping our internal spreadsheets/logs up to date i.e. couriers, travel, credit card log;
• Assist with travel and hotel bookings, visa application process, taxi bookings, organising payment for hotel stays;
• Liaising with HR, facilities, finance and legal departments;
• Assisting senior management when required (restaurant bookings, travel arrangement);
• Copying, printing, scanning, binding and other ad hoc administration duties.

Required Skills and Experience

• Social/Personal skills
• Polite and courteous, with the ability to deal with a wide range of people and respond calmly to situations which occur.
• Awareness of the cultural background of both staff and customers and how to deal with them.
• Remain calm under pressure and retain a ‘can do’ positive approach.
• Desire to deliver the highest quality and continuously improve the service provided.
• Attention to detail.
• Anticipating problems/requests and having options available to resolve them
• Motivation skills
Technology Skills
• Intermediate MS Office skills
• Ability to work with diverse technology (Video Conferencing, Meeting Room Bookings, etc )
• Capability to resolve simple technical problems (power, laptop leads, connecting to Wifi, etc.)