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Contract: Receptionist / Norwich

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Location: Norwich
Salary:Competitive PAYE
The client is looking for an experienced Receptionist to join their team based from their Norwich offices (NR7). The role will be for an initial 12 month contract, the role will work Mon - Fri, 37.5 hours per week.

About Role: 

This is a key role for their organisation, providing first point of contact for all telephone enquiries and face to face visitors to the Norwich office. This position reports directly to the Facilities Manager, the job is
varied and interesting but can be demanding which requires the individual to be able to work under pressure.

You will be responsible for carrying out a high volume of administrative work that needs to be completed in conjunction with carrying out the receptionist/telephonist role. Confident communication skills are required in order to be able speak to people at all levels and understand
their requirements.

Key responsibilities include:

• Meet and greet all visitors to the Norwich office, ensuring people sign in, allocating visitor identity fobs, directing people to meeting rooms or contacting staff to collect visitors.
Ensuring all visitors return identity fobs prior to leaving site to ensure muster roll call will be correct from the daily visitor’s log.
• Answer all incoming telephone calls and directing those calls from the central switchboard at Norwich office. The switchboard is the central hub for callers to Norwich office, Great Yarmouth workshop and warehouse, Bacton Terminal, Dimlington Terminal and all offshore platforms.
• Locating personnel by use of the access control system, Vantage database, Attendance Tracking System (ATS) and staff Intranet
• Offer assistance to anyone who approaches the reception with a problem, enquiry or request.
• Make travel bookings from authorised travel forms in the most cost effective and efficient way, seeking guidance if requests appear overly costly. Travel arrangements include booking hotels from an approved list of suppliers, booking hire cars, rail travel, flights and taxis.
• Assist with distribution of all incoming and outgoing mail from all sites across the assets ensuring internal and external mail is marked correctly and directed to the right location via the local courier / Royal Mail.
• Maintain Excel spreadsheets of all travel bookings in order to cross reference incoming
invoices prior to payment or to cross reference any booking queries and discrepancies.
• Manage all requests for business cards from staff in all areas of the business.
• Create and manage office / facilities purchase requisitions and orders.
• Carry out miscellaneous general administration tasks as requested by other members of the administration team or the office manager i.e. create documents, forms, letters and presentation work as required, to a professional standard, using Microsoft Office, for all members of staff across all departments.
• Be prepared to support the Incident Management Team (IMT) if required as sensitive calls and visitors from external agencies may route via Reception.
• Carry out stationary accounting and arrange re-supplies.
• Booking teleconferences as requested and maintaining spreadsheet of use.
• Booking conference rooms and lunches for meetings on a day to day basis.
• Photocopying and binding of documents
• Assist other members of the team to provide confidential secretarial and administrative support to the organisation.

Skills & Experience

• Previous experience within an administrative and / or front of house role.
• Microsoft Office (Word / Excel / PowerPoint) – minimum beginners level.
• SAP – preferred but not essential.
• Maintain a professional manner at all times.
• Be hardworking, methodical, honest, punctual, reliable and flexible.
• Able to work under pressure
• Ability to communicate effectively with people at all levels

How to Apply

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