Role Overview
The role based at the Peterborough Office is to provide a first class service to all staff and visitors (internal and external). Also working closely with the office administration team, ensure the office runs smoothly with particular focus on the front of house functionality.
Key Responsibilities
• Being the first point of contact both face to face and on the telephone for clients, professional contacts, employees, tenant, suppliers, building receptionists etc.
• Responsible for all incoming and outgoing post including recording of cheques in line with RICS audit procedures
• Setting up meeting rooms for internal external client meetings and events being held in the office (including moving of tables, chairs and folding doors) clearing down and re-setting the rooms afterwards
• Raising PO Numbers and processing invoices
• Updating and maintaining the Receptionist Processes and Procedures Manual
• Organising courier collections
• Booking/amending of meeting rooms via meeting room booking system
• Responsible for managing the agile working spreadsheet for the office
• Arranging all internal and external visitor car parking requirements
• Maintaining the Visitor Fob record and tracking back any not returned
• Organising refreshments and catering requirements for meetings and providing these on the day
• Producing weekly and daily visitor lists for the building receptionists
• Ensuring the meeting rooms are clean, tidy and stocked correctly with crockery and consumables
• Ensuring the front of house and post room is clean and tidy at all times
• Ensuring current publications are on show in the front of house
• Updating the franking machine with funds and data
• Ordering of consumables for the franking and folding machines
• Dealing with faults with the franking machine including servicing of the franking machine
• Completing the daily milk spreadsheet for invoicing purposes
• Printing off the monthly waste management sheet and inputting their record onto the spreadsheet on the system for us to send off when needed
• Organising the collection of the used toner cartridges
• Scanning of Delivery notes onto the system
• Loading and unloading front of house dishwasher
• Responsible for dealing with front of house coffee machine
• Covering for the Office Coordinator in their absence
• Assisting the Office Coordinator and Office Manager with ad hoc tasks and/or projects
• Responsible for the monthly photo competition
Key Skills
Essential
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook
• Educated to GCSE level and above
Preferred
• Previous experience of using TouchPoint Console and Condecco or similar
Skills and Knowledge
• Strong experience of a performing a Receptionist role
• A proven track record in providing excellent customer service and administrative support
• Confidentiality and discretion in dealing with all aspects of the role
• Strong communication skills both verbally and written
• Excellent attention to detail and organisation skills
• Ability to multi-task and prioritise
• Pro-active and flexible approach to work
• Strong team player: builds relationships and consults with others, quickly establishes trust and credibility
• Diplomatic, friendly and approachable
• Excellent communication skills, both verbal and written
Team Overview
The Peterborough office has approx 140 staff members.
We offer a full range of services for clients which includes estate management, planning, architecture and building surveying, development, global occupier solutions, client accounts and commercial agency throughout the East Midlands and East of England. Alongside these teams we also have operational teams based here including AML Compliance, HR shared services, finance (including rural and projects) and the IT service desk.
Savills employee offer
Recruitment agencies
Savills only pay agency fees where we have a signed agreement in place and that agency has been previously contacted and directed by a member of our recruitment team. We do not pay agency fees when speculative and unsolicited CVs are submitted to Savills or any of our employees other than via our careers website and through our recruitment process. If this is not adhered to, agency fees will not be paid.
Submission of any unsolicited CVs or proposals to Savills will be deemed evidence of full and unlimited acceptance of this approach.
