Join Search
Search
Close
View all our work

Receptionist and Office Manager

Reporting to: EA to CEO 

Hours of work: 08:30-17:00

Objective of role: To support the Company with the daily running of the reception desk and office, the operation of the meeting rooms and provision of all associated services. 

Key Activities & Responsibilities

General Reception Duties 

  • As Office Manager you are expected to be the central point of contract for everyone across the organisation
  • Meet and greet visitors and guests in a professional manner and serving refreshments as required
  • Answering all incoming calls both internal and external, and direct the caller to the appropriate person
  • Retrieving voicemails and directing the message to the appropriate member of staff in a timely manner
  • Ensure that all meeting rooms are correctly set up ready for each meeting. Rooms should be cleared down from the previous meeting, clean and tidy, with the correct catering and equipment ready for the start of the meeting
  • Coordinate all meeting room bookings, processing incoming telephone and e-mail requests including catering and AV requirements
  • Facilitation of conference calls / hybrid meetings as and when required
  • Fielding and redirecting enquires as appropriate
  • Handling all incoming communications (telephone calls, post, courier and deliveries)
  • Point of contact for suppliers and ensuring office supplies and resources are restocked
  • Maintain and monitor office supplies inventory
  • Manage contract and price negotiations with office vendors and service provides
  • Maintaining office policies and managing health and safety procedures
  • Keeping records of office expenditure
  • Data responsibilities, including GDPR
  • Project work as and when required
  • Ensure filing systems are maintained and current
  • Ensure prompt liaison with the team for the collection of packages, deliveries etc
  • Monitor housekeeping standards and ensure that all client areas are kept tidy and presentable
  • Printing, binding, copying and scanning
  • Liaising with the PAs and Team Assistants and attending regular team meetings
  • Booking taxis/arranging travel as required
  • Issuing security passes for new staff members/visitors
  • Any other ad-hoc duties that may be required

General Administration and IT responsivities  

  • Support with team expenses.
  • Arranging couriers.
  • Managing the relationship with CRM Dynamics.
  • Reporting faults with the CRM database ensuring it is running smoothly and finding solutions to issues.
  • Ensuring new members of staff are receiving CRM training via CRM dynamics.
  • Host regular training sessions for CRM users and super users.
  • Promoting the use of the CRM system internally ensuring all colleagues are using the database and provide assistance when issues arise.
  • Maintenance of CRM database.
  • Assisting with registering event responses on CRM and responding to members, as needed.
  • Working closely with Publicus Solutions to ensure new starters laptops are programmed and configured.
  • Sending out IT equipment to new starters if they are not in the office.
  • Managing the phone contracts with the mobile telephone suppliers and issuing phones to new starters and ordering replacements for colleagues.
  • Keeping a record of all IT equipment and the serial numbers ensuring a log is kept and equipment is issued and returned when colleagues depart.
  • Ad-hoc cross-team support as required.
  • Stationery and printer cartridge ordering.
  • Cover for the PA / Administration team as and when required.
  • Tent cards for meetings and other general meeting support.
  • Assisting colleagues as and when required.

Facilities   

  • Maintaining a relationship with the building managers and colleagues.
  • Liaising with cleaning contractors.
  • Managing the relationships with key facilities suppliers such as electricians, plumbers, pest control and building maintenance regarding general office issues.
  • Manage the security door reports ensuring there is no security breach.
  • Overseeing internal equipment e.g., franking machine, dishwasher, fridges, coffee machines etc.
  • Arranging annual PAT testing.
  • Scheduling a fire safety review every five years and ensuring the findings are implemented.
  • Fire extinguishers annual check and liaising with Chubb.
  • Coordinating Paper Round weekly collections and organising additional collections as and when requested.
  • Managing the internal phone system and re-programming when required.
  • Ensuring the Video Conferencing system is functioning and ready for use and managing the day-to-day contact with the organisation.
  • Working with suppliers to ensure the pricing is competitive and moving contracts where appropriate.
  • Ensuring TheCityUK has the correct number of fire marshal’s and first aiders trained.
  • Ensuring the franking machine is in credit and serviced.
  • Fruit and dairy orders ensuring the costing is competitive.
  • Attending regular Tenants meetings with the building manager.
  • Other ad-hoc duties.

Key Relationships & Interfaces

This role has a high level of interaction with all internal staff and external parties. In many cases, this role holder will provide the first line of contact on behalf of TheCityUK so a professional, courteous and confident approach is essential at all times. 

Person Specification

  • Great attention to detail. 
  • Confident in dealing with senior stakeholders. 
  • Excellent written and verbal communication skills. 
  • Ability to multi-task.
  • Highly organised with ability to prioritise. 
  • Calm with the ability to work under pressure. 
  • Maintains a positive outlook and flexible approach. 
  • Willing to get involved with new tasks.
  • Ability to use initiative and ‘think outside the box’. 
  • Competent in all Microsoft Office packages including Outlook. 
  • Willing to work additional hours as & when required.

To apply for this role, please contact careers@thecityuk.com, alternately you can apply on LinkedIn here.

Values at TheCityUK

These core set of values are essential for effective performance in our company and provides a common purpose as to how we deliver our work on a daily basis:

• Rigour
• Impact
• Agility
• Respect
• Teamwork.

To find out more about our values and the standards of behaviour, please visit our About us page.

About TheCityUK

TheCityUK is the industry-led body representing UK-based financial and related professional services. We champion and support the success of the ecosystem, and thereby our members, promoting policies in the UK, across Europe and internationally that drive competitiveness, support job creation and ensure long-term economic growth. The industry contributes 12% of the UK’s total economic output and employs over 2.2 million people, with two thirds of these jobs outside London. It is UK’s largest net exporting industry and generates a trade surplus exceeding that of all other net exporting industries combined. It is also the largest taxpayer, and makes a real difference to people in their daily lives, helping them save for the future, buy a home, invest in a business and protect and manage risk.@TheCityUK.

Equal Opportunity

TheCityUK is committed to equal opportunities for all applicants regardless of race, gender, age, disability, religion, sexual orientation or gender. We are proud to be a disability confident committed employer and, as such, all disabled applicants who meet the minimum requirements of the job as set out in the job description and person specification will be guaranteed an interview. Please advise at application stage or discuss in more detail at careers@thecityuk.com