We are seeking a proactive and highly organized Receptionist & Office Assistant to join our team. The ideal candidate will play a key role in ensuring the smooth operation of our office, providing exceptional hospitality and administrative support while maintaining a welcoming and professional environment.
Key Responsibilities:
Hospitality & Reception Support:
- Provide a warm and professional reception service, including greeting and welcoming visitors, directing them as needed, and announcing business updates when appropriate.
- Offer meeting room support, including setup and coordination, and assist with ad-hoc lunch ordering as required.
- Maintain a tidy and organized office environment, ensuring the kitchen, meeting rooms, and common areas are clean and well-stocked.
Mail & Deliveries:
- Receive, sort, and distribute daily mail and deliveries.
- Arrange couriers and notify employees promptly when they receive packages.
Administrative Support:
- Maintain accurate documentation and records, ensuring all files are up-to-date and well-organized.
- Process purchase orders, expense reports, and invoices in Oracle, ensuring compliance with all checks and procedures.
- Support the coordination of in-house events and assist senior management with ad-hoc requests in a timely manner.
Access & Security:
- Maintain office security by following established procedures, including managing the visitor book and issuing visitor badges.
- Activate access badges for visiting colleagues and provide new employees with office tours and site inductions.
Facilities Management:
- Perform daily site and floor checks, logging any issues in the appropriate system and ensuring timely resolution.
- Ensure adequate supplies of consumables (e.g., milk, coffee beans, CO2 bottles, stationery) at all times.
- Coordinate with building property managers to address service requests, facility upkeep, and attend tenant meetings as needed.
- Raise and manage facilities tickets using Informa鈥檚 preferred Facilities Management tool, ensuring issues are resolved promptly.
- Liaise with facilities vendors, including maintenance, health and safety, and food & beverage providers.
Collaboration & Team Support:
- Work closely with the office support team to ensure seamless service delivery, especially during team absences.
- Participate in regional EMEA initiatives and contribute to ad-hoc projects as required.