Job Overview

Responsible for all aspects of reception work, providing an exceptional front of house service to all callers and visitors to the company. You will also be responsible for a range of administrative duties including diary management, dealing with post, typing, filing/scanning, meeting room bookings, refreshments and corporate lunches, looking after company vehicles, and booking accommodation and travel.

Reception

Basic reception duties including answering the phone, greeting guests, ensuring everyone uses sign in app, handling and distributing mail. Assist with lunches etc if required for visitors Liase with Office service companies re any staff issues- i.e. IT, Telephone, Photocopy, franking, coffee machine etc

Fuel

Collect all fuel receipts and reconcile against online statement. Update Monthly Fuel Analysis spreadsheet, highlighting monthly expense. Advise Accounts when all receipts are received and the Invoice has been reconciled .

Credit Card

Scan receipts/save email receipts to relevant folder and link to Credit card Analysis Spreadsheet.

Security Clearence

Assist Business Support Manager with administration processes for Disclosures, security passes , D & A tests etc

Office Support

Monitor and activities update Office Maintenance Schedule by arranging regular servicing /maintenance visits from service providers including organising tradesmen such as plumbers, electricians/ IT etc. Ensure all office areas are clean and tidy and all surplus equipment safely stored away and documented. Managing diary and Boardroom appointments

Office Supplies

Ordering Stationery, cleaning supplies, tea ,coffee, water and kitchen supplies. Raising POs with procurement. Monitor and maintain cleaning requirements with cleaning company.

Vehicles

Road tax, organising booking of servicing and MOT. Monitor & update Vehicle spreadsheet. Comparison prices for services/tyres etc. Maintenance. Maintain Monthly Mileage spreadsheet ensuring servicing is booked in when required. Monitor Hire Vehicles monthly. Ensure vehicles are kept in good condition. Check condition and ensure checklist signed before handover of any vehicle to another driver. Check fuel receipts against monthly Invoice and update spreadsheet

Driving License checks

Check with DVLA every 3 months to check drivers’ licences. Send email to all drivers every 3 months requesting any information re change of licence situation. Save email to vehicle folder.

Vehicle Tracking

Log in to Webfleet tracker, analyse drivers’ activity. Pull reports for speeding, harsh driving and out of hours activity. If significant, email to be sent to specific driver.

Accommodation and travel

Booking flights, car hire and sourcing hotel accommodation and comparison prices. Ensure transport is organised from airports etc to/from sites if required. Save confirmations to Credit Card Analysis monthly folders. Update Credit Card spreadsheet accordingly.

Phone Bills

Download monthly phone bill report and update Phone Bill Analysis spreadsheet. Flag any excessive bills.

First aid and fire testing

First Aid boxes located in each kitchen of the office – also all site and vehicle First Aid Boxes to be checked. Dispose of any expired contents and order any required items. Check every 3 months. Alarm testing weekly , Fire Drill every 3 months