Receptionist and admin Assistant

An International Global Consulting Business.

Temp - Perm £25,000 - 30,000

• The Receptionist and Admin Assistant plays a key role within the Consultancy Support team, providing a first-class, consistent Reception service in the Oxford office and working as part of the team to provide a high quality admin service to the wider business.
• Reception responsibilities
• Managing the day-to-day running of the Oxford reception / Office.
• Be aware of all visitors that are expected to be arriving at the office, have the meeting room set up and be ready to greet them on arrival, take visitors' coats, sign them in and give them a pass
• Managing and maintaining client meeting rooms and internal meeting rooms to a high standard
• Organising refreshments/lunches for client meetings and clearing meeting room after
• Working with the IT team to ensure all requirements for internal and external meetings are provided as requested
• Prepare meeting rooms for company meetings and restore rooms after the meeting
• Distribute all post and special deliveries into the pigeon holes, and ensure all external post is franked and ready in time for the daily collection
• Ensure all telephone calls are answered and telephone messages are dealt with
• Maintain the stationery cupboard, including ordering supplies
• Responsible for ordering and maintaining the refreshment produce i.e. coffee, tea and biscuits
• Keep stocks of toners and cartridges, and dealing with the maintenance of the photocopier
• Ensure all database entries are made and kept up to date on a regular basis
• Coordinate the birthday/farewell cards, parties and gifts, this includes making catering arrangements
• Working with the Reception Supervisor to ensure that Health & Safety regulations are adhered to
• Ability to control and adhere to budgets and manage petty cash
• Manage internal hot desk booking system
• Liaise with other Receptionists to ensure consistency across all Other sites
• Manage international office contacts and suppliers list
• Keep spare keys/fobs and update allocation record
• Work with HR and IT to set up desks for new starters, and assist with any ad hoc requests
• Keep the up to date copies of Agenda printed in client areas
• Liaise with external suppliers and contractors regarding service quality and maintenance, escalating any issues where necessary to the Facilities Manager
• Assist the Reception Supervisor and Facilities Manager with any office management duties, as required
• Admin responsibilities
• Working alongside the Admin Assistants and Team Assistants to provide a high-quality admin assistance service to the business
• Actively monitoring the Admin Assistance inbox, ensuring the one-hour rule for claiming tasks is adhered to
• Pro-actively communicating with other Admin and Team Assistants to share issues with Admin Assistance, agree priorities and identify opportunities to streamline and improve the service
• Communicating with the consultancy staff on a timely basis regarding the status of their Admin Assistance requests
• Other duties
• Covering for other team members in their absence
• Complying with company procedures
• Other general administration duties as requested
• Skills and experience
• Exceptional communication skills, with emphasis on clarity and discretion
• Ability to work independently and using initiative
• Ability to organise and plan
• Good interpersonal skills
• Good understanding of Word, Excel and PowerPoint
• Ability to work to tight deadlines, to juggle multiple tasks and to work flexibly to meet demands of the business
• Ability to recognise the importance of and work successfully with a busy team
• Excellent attention to detail
• Well presented
• Language skills in French, German, Dutch or Italian are a plus