Receptionist – Office Services

ROLE OVERVIEWPURPOSE OF JOB

To provide a professional front of house services delivery to all clients, intermediaries and suppliers, including the effective management of all in-coming telephone lines, queries and client meeting room calendars and the provision of general support premises/facilities support.

MAIN RESPONSIBILITIES AND DUTIES

• Organisation, management and stock control of storerooms to ensure postal stationary stock supply levels are current and maintained at all times.
• Ensure ongoing appropriate and forward planning to ensure the continuous distribution of queries in relation to internal/external mail and general premises/facilities duties, responsibilities and tasks and general premises/facilities-based queries for period of absences.
• Collection and distribution of internal mail.
• Co-ordinate and arrange couriers and hand deliveries to be collected within agreed timeframe, notifying of delays.
• Collect all internal mail on floors and redistribute on a daily basis in accordance with agreed timescales.
• Filing Invoices and support the team compiling RFP’s RFS’s.
• Monitor, order and distribute all stationary, (what where) ensuring the process complies with the standard purchasing procedures.
• Maintain an active role with the health and safety aspects of the Jersey based business to include keeping up to date with legal/regulatory changes and best practice.
• Undertake facilities related projects as assigned from time to time.
• Provide assistance to all Jersey based administration teams as requested on an ad hoc basis.
• Help transition from K Drive to SharePoint Training will be provided where necessary.
• Meet and greet clients, intermediaries and external visitors in a professional, friendly manner, maintaining expected JTC standards.
• Set up meeting rooms and boardrooms and provide refreshments as and when required, in accordance with JTC catering guidelines.
• Management of the JTC Group ‘inbox’ ensuring all enquiries are logged and passed onto relevant recipient.
• Actively manage 6th floor meeting room and boardroom calendars on a rotation basis.
• Liaise with “meeting owners” to confirm meeting requirements from a catering perspective and ensure requirements are met, such as dietary needs, allergies.
• Ensure smooth and efficient set up of IT equipment for meeting rooms ensuring the provision of sufficient time to liaise with IT on any technical issues arising.
• Ensure the reception, mezzanine, 6th floor meeting rooms, kitchen and welcome area is kept tidy at all times.
• Perform a weekly stock check of kitchen and catering supplies, including water, ordering additional supplies accordingly to Group procedures.
• Organise all “ground” travel arrangements (client / employee taxi journeys).
• Manage visitor signing in/out and overall security of incoming personnel.
• Ensure adherence to JT policies, procedures and guidelines.
• Adhere to Risk & Compliance procedures in relation to regulatory requirements and AML legislation.
• Adhere to JTC’s core values and expected behaviours.
• Any other duties as deemed necessary by Management.

ESSENTIAL REQUIREMENTS

• Experience in a Front of House co-ordination role is desirable.
• Knowledge of general office management processes and procedures is desirable.
• Flexible and reliable.
• Excellent communication skills both verbal and written.
• Strong time management and organisational skills with the ability to manage multi-tasks efficiently.
• Professional approach, demonstrating high levels of integrity and trust and the ability to manage sensitive information confidentiality
• Strong team player.
• Basic knowledge of Microsoft Office (word, excel, outlook), visitor management, appointment scheduling/calendars and general office management procedures is desirable.

OUR COMMITMENT TO INCLUSION & WELLBEING

JTC is committed to fostering a healthy, inclusive organisation where all individuals feel welcome and feel able to participate in the workplace fully. We value different perspectives, backgrounds and lived experiences. This includes supporting employee wellbeing so that people feel equipped to thrive.