Business Support Assistant - London, United Kingdom - Talent Staffing Ltd

Talent Staffing Ltd

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Business Support Administrator Job Description

Role Outline
To provide a high level of professional and courteous reception service to all staff and clients visiting the building. To answer all calls in a polite and friendly manner promptly and efficiently. Provide support to the office and take the lead in FacilitiesManagement to ensure all office needs are fully met.
Undertake a proactive role to ensure the smooth running of the office

Role Responsibilities

Primary

Meet and greet all visitors in a professional, welcoming and friendly manner,

ensuring all visitors are signed in, in accordance with health and safety

regulations

Answer all internal/external calls promptly on computerised switchboard,

transfer calls/take detailed messages as required

Oversee meeting room schedules, make bookings when requested and resolve

meeting room conflicts accordingly

Meeting room preparations (VC, Conference, IT)
Organise refreshments and order catering/lunch for onsite meetings as requested by the meeting facilitator
Sort all incoming post and faxes and distribute to members of staff
Receive and sign for deliveries and arrange/handle collections
Organise outgoing post and prepare recorded and special deliveries
Organise outgoing deliveries with couriers
Arrange for couriers and taxis
Responsible for ordering, monitoring and replenishing all office supplies and

stationery

Maintain and update internal telephone list
Request maintenance and report faults for office equipment fax, printers,

copier and franking machine

Monitor enquiries and all meeting rooms inboxes
Take part in jointly monitoring the business support team inbox and calendar

and keep it up to date

Take the lead in Facilities Management to ensure all office needs are fully

met

Liaise and coordinate with external contractors (e.g. refurbishment)
Supporting wider business support activity as required

Secondary

Storeroom management
Updating lists on databases
To assisting other members of staff with general administration

- binding reports, preparing presentations, large mailings, name badges

Assist with staff events
Make suggestions where improvements could be made

Budget Responsibilities

Ensure all purchased services have an accurate Purchase Order raised

Reporting Structure
The role directly reports with day to day functional reporting to the Executive Assistant to the CEO

Skills & Competencies
Previous reception/front of house experience

Experience and knowledge in VC, Conference, IT for meeting rooms
Knowledge and proficiency in Microsoft Outlook, Word and Excel is required
Knowledge of Cisco switchboard system is desirable
Ability to communicate with people confidently and professionally at all levels
Polite, friendly and well spoken
Selfmotivated and using own initiative
Excellent time keeping skills
Proactive approach to work
Excellent organisational ability
Attention to detail
Ability to multitask and prioritise workload

Contract

Permanent, Part Time contract:
hours of work are 8.30am - 16:30pm Tuesday to Thursday

Salary & Benefits
Benefits include bonus, pension, private health insurance, season ticket loan, cycle to work scheme, 28 days annual leave, buying additional leave, enhanced parental leave and pay, long service award as additional annual leave