Receptionist & Administrator

Job Summary:

We are looking for a Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.

As a Receptionist, you will be the first point of contact for CAE, Watford. Our Receptionist’s duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will also coordinate front-desk activities, including, managing the meeting room suite, distributing correspondence and redirecting phone calls.

 

Daily General Duties:

  • Managing the car permit system, notifying people who are being blocked in and ensuring all vehicles are registered to an owner
  • Keep an eye on the parking situations, make sure that vehicles are not causing a hazard in the car park
  • Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
  • Taking telephone messages and filtering them accordingly
  • Meet, greet and exit people to and from the building, this includes new starters, visitors and staff from various offices; you will sign them in/out, supply them with visitor’s badge, making them feel welcome
  • Check the meeting rooms first thing, prepare them, tidy where required
  • Switch the meeting room screens on/off, AM & PM
  • Keep the reception area/waiting room presentable, tidy and free from any hazards
  • Raise PO for business cards, sending proof to employees and confirming the order with the printer (monthly)
  • Provide basic and accurate information in-person and via phone/email
  • Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

Ad-hoc additional Duties:

  • Ordering lunch and refreshments for meetings (upon a pre-arranged request)
  • Book meeting rooms upon request and manage the meeting room availability
  • Combine/separate the two larger meeting rooms as and when required
  • Check the meeting rooms every few hours, prepare them for next meeting if empty (clear rubbish, cups, tidy chairs, switch off lights, top up sweet bowls etc)
  • Control heating/ac in reception area & the heater over front door
  • Archive folders in warehouse
  • Open and sort post
  • Envelope invoices (monthly)
  • Make card payments to assist the finance department
  • Setting up Wi-Fi for visitors
  • Completing new supplier/customer forms on behalf of the finance department
  • Facilitate the arranging of new badges when required (staff temp/visitor)
  • Assis regional employees when planning to visit HQ, this may include advising on hotel, transport etc
  • Ad-hoc non-confidential HR / Training administration
  • Note-taking in meetings
  • Assisting with internal communications
  • Providing secondary PA support to the Senior Leadership Team
  • Arrange travel and accommodation

The ideal candidate will have strong administration experience and proven work experience as a receptionist or a similar customer facing role.

  • • NVQ in Business Administration or Customer Service (or equivalent) is advantageous but not mandatory
    • At least 2 years experience in a similar role
    • Strong Customer Service skills are required
    • Strong Communication skills are required, this includes verbal and written

You will need:

  • A proactive work ethic
  • The ability to multi-task
  • To be Computer literate – Word, Excel, PowerPoint, Outlook specifically
  • To be self-motivated and committed
  • The ability to multi-task & prioritise
  • A professional and warm attitude
  • The ability to be resourceful if/when any issues arise.

Career Application Form

Upload your CV:

CAE Recruitment
CAE Recruitment
jobs@thisiscae.com