Receptionist / Office Administrator - Retail

Exciting opportunity for a Receptionist/Office Administrator to join a well-known global retail business based in their London Head Office. This role reports directly into the EA to CFO and SVP, Business Operations and will provide a professional and courteous front of house service, daily reception activities and coordinate office and facilities management.

Reception:

• Provide daily reception service providing the first point of contact for all visitors - dealing with members of staff and guests. Pre-register guests when required into the building and notifies staff members when guests arrive
• Operate a busy switchboard and answers incoming calls courteously and promptly
• Receive incoming mail and courier packages, logs all deliveries, distributing into the post room and alerting employees to collect
• Provide courier (fed ex / DHL) and mail outbound service to all of the office and London stores. Liaise daily with courier and the buildings mail personnel to ensure a smooth courier service is achieved
• Book meeting rooms with staff and coordinate with business teams such as PR on Press Days
• Liaise with the IT team on set up of video conferencing calls
• Create Wi-Fi tokens for guests when required
• Ensure the reception area, reception support areas and meeting rooms are maintained to highest of standards at all times.
• Provide refreshments to external meetings when required
• Order office stationery for individual departments with our agreed supplier
• Maintain up to date contact lists for the businesses & distribute regularly
• Other possible responsibilities include: Health & Safety, Fire Warden Training, and First Aid. Order Business Cards and Printed Stationery for the office Logging and assisting with facilities requests

Office management

• Assist with smooth running of offices; liaise with managing agents, onsite security and all service providers
• Engage building management or external providers as appropriate to ensure office building and infrastructure (including external parking and walkways) are maintained to appropriate standards
• Work with EA to CFO & SVP, Business Operations to maintain condition of office, co-ordinate general maintenance and repairs needs, co-ordinate cleaning contract staff, arrange regular testing of electrical equipment and safety devices.
• Work with all departments to ensure they keep their office space clean and tidy; escalate issues to managers as needed. Ensure reception area and meeting rooms are maintained to highest standards at all times
• Ensure office security measures are in place and communicated clearly to all employees, including correct use of passes and locking up procedures for evenings and weekends
• Work with HR, IT and Store Development to provide work space for new starters, including locating and sourcing furniture, equipment, telephone extension, email access and office supplies
• Liaise with cleaners to ensure adequate stock of cleaning materials
• Order kitchen provisions such as tea and coffee and ensure stocks are maintained.

Skills, Experience and Qualifications:

• Proven experience in office & facilities management
• Experience with reception duties such as dealing with post and couriers, greeting visitors
• Experience of working in a fast paced, commercial environment
• Experience within a luxury brand preferred but not essential

Required:

• Friendly, people orientated
• Practical problem solver and multi-tasker
• Stays calm under pressure
• Clear, effective communicator
• Plans effectively
• Self-starter
• Works effectively across boundaries, countries and cultures
• Committed and enthusiastic
• Discreet

Health and Safety

• Work with EA to CFO & SVP, Business Operations to ensure an appropriate number of trained Fire Marshalls and First Aiders are available. Ensure fire hydrants are maintained and inspected annually
• Main point of contact for legal team to ensure Jimmy Choo meets required government Health and Safety standards and arranges necessary certification in conjunction with legal team
• Maintain company accident book