Receptionist

Description

OVERALL PURPOSE

The role reports to the Head of Facilities. The role involves close and regular contact with all

members of staff in the local office and the greater Stonehage Fleming Group, as well as clients,

both telephonically and in person.

The overall purpose of the role is to be the face of Stonehage Fleming and the first point of contact

within the business by managing all incoming calls and visitors to Stonehage Fleming.

Key Responsibilities

PRINCIPAL ELEMENTS AND ACCOUNTABILITIES

• Setting up reception and switchboard in preparation for the start of business at
  
  
  

08.30 daily

• Retrieve any messages received after hours forward as applicable.
• Greeting clients and other visitors and ensuring that the agreed procedure for
  
  
  

signing in is carried out.

• Ensuring the cleaners keep he reception area clean and tidy and making preparations
  
  
  

so that fresh coffee and other beverages are available for clients throughout the day

and that newspapers and magazines are tidy and up to date.

• Compile weekly staff in/out of office list, forwarding to outlook calendar.
• Answering all telephone calls.
• Setting up of meeting rooms within agreed booking system in preparation for start of
  
  
  

business.

• Handling sensitive and confidential calls, documents and business information.
• Maintaining centralised booking procedure for all couriers for i.e. incoming and
  
  
  

outgoing register, ensuring that documents are scanned if requested

• Arrange meeting rooms and catering when necessary.
• Ensuring all meeting rooms are equipped with necessary corporate stationary.
• Managing and maintaining staff and visitor parking allocations in accordance with
  
  
  

SFS policy

• Assisting from time to time with organising offsite storage of paperwork 2 years and
  
  
  

older, completing all necessary logging of information on spreadsheets, correctly and

clearly label boxes with destruction dates if applicable

• Maintaining staff business cards and brochure stands.
• Filing, photocopying and other ad hoc tasks as and when required to assist
  
  
  

relationship managers (RM’s).

• Ordering and maintaining stock control of hospitality goods/diarizing and online
  
  
  

shopping for office weekly /monthly supplies.

• Taking care of all overseas visitors, making sure before arrival that staff are aware of
  
  
  

who is coming, booking workstations out for them and attending to parking

requirements. Supplying PA assistance to overseas visitors, act as concierge service

• Communicating any important information to staff regarding disruptions,
  
  
  

irregularities to the normal working environment.

• Manage and arrange access to the office
• Taking on responsibility for all aspects of office maintenance including and not
  
  
  

limited to calling out of vendors when required to make necessary repairs, pest

control, etc.

• Reporting of telecommunication faults, liaising with IT department once lines have
  
  
  

been tested and faults logged

Skills, Qualifications And Experience

• Matric, additional certification preferable
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Strong Customer service skills
• Support experience within a professional environment
• Health and safety regulation knowledge
• Clear and professional communication skills.
• Experience supporting events is advantageous
• Valid Driving Licens
  
  
  

Education Level High School or Equivalent

Experience Level Junior