Receptionist
Salary: £32,870.40 per annum, plus company benefits
Location: London, W1J 0AH(with occasional travel to other office locations)
Contract: Full Time, Permanent
Shifts: 37.5 hours per week, Monday – Friday, 9am until 5:30pm with 1 hours unpaid lunch break
Work model: Fully onsite
Williams Lea seeks a Receptionist to join our team!
Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.
Purpose of role
To provide a professional, efficient and high-quality front of house, facilities, mailroom and office support service to staff, clients, visitors and contractors. The role supports the smooth day-to-day running of the office by ensuring client-facing areas, meeting rooms, hospitality services, mail processes, stock control and administrative tasks are completed to a consistently high standard.
Key responsibilities
Front of House and Client Service
- Provide a welcoming and professional first point of contact for all visitors, clients, staff and contractors.
- Sign in visitors, issue access cards where authorised, and manage visitor, staff and contractor attendance records.
- Deliver a high standard of customer service, ensuring queries are handled professionally and appropriate outcomes are achieved.
- Manage access arrangements for clients, contractors and staff in line with office procedures.
- Arrange taxis for business use for staff and visitors where required.
Meeting Room and Hospitality Support
- Manage meeting room bookings, including confirming booking details with requestors and ensuring rooms are prepared for use.
- Set up meeting rooms each day in line with scheduled bookings and business requirements.
- Complete meeting room checks, ensuring rooms are clean, tidy, correctly set up and stocked with fresh water.
- Arrange catering and hospitality requests, ensuring dietary requirements and allergies are clearly considered and communicated.
- Prepare food, drinks, crockery and glassware for client meetings and events, ensuring a smooth and professional service.
- Clear and clean hospitality equipment after use and ensure client-facing kitchen and refreshment areas remain clean and presentable throughout the working day.
- Liaise with IT to arrange or support meeting room equipment requirements where needed.
Mail, Courier and Delivery Services
- Sort and distribute incoming mail, including Royal Mail, DX, courier and hand deliveries.
- Scan incoming documents accurately and allocate them to the relevant electronic post folders.
- Prepare outgoing post, courier requests and hand deliveries, arranging dispatch in line with office procedures.
- Collect and frank outgoing mail, including processing letters for printing and completing envelope fulfilment requirements.
- Prepare deeds for transfer to Nottingham and arrange appropriate delivery.
- Ensure incoming and outgoing deliveries are handled securely, accurately and within expected timeframes.
Facilities, Office Services and Stock Control
- Maintain stationery levels and process orders for new stock as required.
- Complete weekly stocktakes for stationery, office consumables and staff snacks.
- Place weekly orders for office consumables and staff snacks, ensuring appropriate stock levels are maintained.
- Support kitchen management, including stock control, dishwasher loading and general cleaning duties.
- Ensure staff and client kitchen areas are kept clean, tidy and presentable throughout the working day.
- Complete daily post sweeps and support general office service requirements.
- Correctly identify and dispose of confidential waste, including maintaining confidential waste bins on operational floors and in back-office areas.
Systems, Reporting and Administration
- Log facilities-related events and requests with FISco via Taskeye and communicate updates through the Taskeye system.
- Ensure all requests are logged through Freeths Assist and actioned appropriately within the required timescales.
- Maintain the office events log on the shared menu.
- Complete relevant paperwork, trackers and administrative records accurately and consistently.
- Respond to telephone and email enquiries promptly and professionally.
- Undertake general administrative tasks to support the effective running of the office.
Office Procedures and Compliance
- Follow the daily office opening and closure process in line with standard procedures.
- Work flexibly to support colleagues and respond to changing business needs.
- Carry out any other duties assigned by the client or any reasonable request made by the line manager.
Personal attributes
- Previous experience in a Receptionist role is essential.
- Professional, approachable and customer-focused manner.
- Strong organisational skills with the ability to prioritise daily tasks effectively.
- Good attention to detail when handling documents, bookings, records and stock control.
- Clear and confident communication skills, both written and verbal.
- Ability to work independently and as part of a team.
- Flexible and proactive approach, with a willingness to support colleagues and wider office requirements.
- Ability to maintain confidentiality and follow agreed processes accurately.
Rewards and Benefits
We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:
- 25 days holiday, plus bank holidays(pro-rata for part time roles)
- Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
- Life Assurance
- Private Medical Insurance
- Dental Insurance
- Health Assessments
- Cycle-to-work scheme
- Discounted gym memberships
- Referral Scheme
You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!
Equality and Diversity
The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.
If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com(we do not accept applications to this email address).
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