Receptionist

**Basic Qualifications**:

- High-school certification.
- Fluent in local language.
- Has previous experience of using the Microsoft Office suite of packages including Outlook, Word, Excel and PowerPoint (ECDL qualification would be an advantage).
- Can work under pressure and is happy to work either on their own or very closely with other individuals.
- Excellent interpersonal skills.
- Flexible approach to working hours.
- Is willing to grow the role and is not afraid to tackle new/different tasks.
- Experience in a similar role would be an advantage.
- Has an excellent telephone and reception manner.
- Has a high standard of personal presentation so as to give visitors a good first impression.
- Has a good eye for and is meticulous over details.
- Is willing to build relationships with key stakeholders.
- English: intermediate level required (A2)
- Self-drive

Job summary

**Responsibilities**:

- Manage the reception area in a professional manner ensuring all visitors and contractors are signed in efficiently.
- To issue site Health & Safety leaflets and arrange site safety inductions, to ensure confidentiality statements are signed and filed, safety equipment is issued and collected, points of contact are notified of visitor arrival and the waiting area is always presentable, whilst also ensuring no unauthorized people enter the building without permission.
- Assist with the management of the visitor calendar, Right Crowd system and pro-actively co-ordinate visitor/meeting arrangements, including but not limited to communicating directions to the site, arranging meeting buffets and refreshments and supporting meetings held on site by off-site Amazon employees.
- Work with LP/Security to manage the Right Crowd system, as the receptionist is the first point of contact for all visitors.
- Manage the site switchboard to answer inbound phone calls/queries and direct messages to the relevant people without delay.
- Assist Security with the sign in checklists of Amazon staff and on-site Vendors.
- Professionally and effectively deal with and interact with site employees of all levels ensuring consistent levels of service are experienced across the board.
- Administer all internal and external post ensuring that all delivered post is communicated to the relevant people for collection at reception and outgoing post is prepared correctly in time for collection, being responsible for franking activities and registration of exceptional post.
- Assist with the meeting room bookings for the site as required.
- Be comfortable to handle petty cash and receipt books relating to lockers and lost property of value.
- Step up to support the General Manager and wider Senior Management Team to cover Executive Assistant (EA) annual leave/absence in conjunction with EA's official proxy.
- Manage the check in/out of various meeting resources such as projectors, flip charts and stationery.
- Manage the grab and go communication on site, from building, writing and issuing.
- Assist with the management of other communal areas off the reception area such as the canteen and locker rooms, taking appropriate actions to resolve any issues identified by working with other departments i.e. the Cleaning, Catering and Facilities teams.
- Facilitate the arrangement of taxi travel for visitors from other sites/external visitors.
- Work closely with the EA to support and assist with the arrangements of travel at peak time’s i.e. away teams.
- Work closely with the EA to support and assist with any ad hoc administration as per the needs of the site.
- Be the main point of contact for distribution of prizes won by Associates for fun activities.
- Be the main point of contact for distribution of SWAG items purchased by Associates.
- Manage bulletin boards, posters and notices around the reception/canteen/locker room communal areas and produce communication posters when required.
- Support and assist the site EA with the various fun activities organized for staff on site all year round.
- Ensure lost property is communicated to the site, robustly recorded and kept safe until owners retrieve the items.
- Help to monitor common areas of the building to ensure Health & Safety standards are kept to a high standard.
- Always be prepared to assist the wider operation during busy times with any support that may be required on the FC floor.

**Preferred Qualifications**:

- Customer obsession.
- Ability to multitask.
- Ability to smile even when under pressure
- Previous experience as personal assistant is appreciated but not mandatory