Receptionist / Back-office Support

The Receptionist / Back-office support provides general office support via a variety of clerical activities and related tasks. Greets and directs visitors.

Job responsibilities

• Speak freely and warmly, engaging to high profile VIP clientele and guests while efficiently checking them in at the Reception Desk and efficiently escorting them to their destination.
• Develop and maintain an understanding of the client culture, key areas of activity and creating “transparency” by serving as an extension of the client.
• Manage closely all activity in the internal visitor greeting process. Must be knowledgeable on all daily meetings and up to the minute changes.
• Act as first point of contact for all activities and emergencies, always remaining alert.
• Serves as contact person, taking ownership of any challenges that may arise.
• Conduct overall room appearance site inspection and work with Building Operations to maintain facilities.
• Handle meeting room bookings, utilizing the reservation system, and focusing on the strategic assignment of meeting space to maximize utilization.
• Handle on-floor conference room activities, ensuring client spaces are kept organized.
• Provide input and manage reporting on a regular basis.
• Manage the incoming and outgoing mail process.
• Support local Facilities team to ensure it works effectively together and in close co-operation with client and colleagues to deliver professional customer-focused service.
• Motivate and guide the Facilities team in the performance of their duties and assist them to maximize their potential.
• Advise and guide the team in the pursuit of their tasks at both a day-day and strategic level.
• Manage Switchboard activities, direct calls accordingly.
• Communicate requests to the appropriate internal support departments as needed.
• Have a thorough understanding of the Firm’s emergency procedures and being prepared to carry out designated tasks in the event of a fire or other emergency.

Key Competencies :

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.