Front of house receptionist

Position Overview:

We are seeking a friendly and organized Receptionist/Front of house to be the first point of contact for our clients, guests, and employees. The ideal candidate will possess excellent communication skills, a warm demeanour, and a strong ability to multitask. This role encompasses various responsibilities, including greeting visitors, assisting with claims processing, managing appointments, and supporting overall office operations.

Key Responsibilities:

• Visitor Management and Customer Service:
• Welcome and assist guests, clients, brokers, and messengers, ensuring their comfort and attention upon arrival.
• Maintain detailed visitor logs, track sign-ins, and manage the issuance of temporary access cards in coordination with the Facilities and Admin team.

• Claims Administration:
• Facilitate claim registration for Liva Claim customers by assisting walk-in clients and directing them to the appropriate teams.
• Support NLGIC claim customers by managing the receipt and processing of original claim documents.

• Communication and Call Handling:
• Answer and direct incoming phone calls efficiently, ensuring inquiries are routed to the appropriate departments or individuals.
• Provide information and support for Hybrid Hero Desk bookings, parking arrangements, and cabin or meeting room reservations.

• Appointment and Meeting Coordination:
• Schedule meeting rooms as per staff requests, ensuring proper preparation and guest attendance.
• Coordinate guest refreshments and communicate arrivals to relevant staff members.

• Mail and Delivery Management:
• Receive, sort, and distribute incoming mail and packages, maintaining accurate records in the system.
• Organize courier services for document delivery and track package movement in Excel.

• Inventory and Supplies Oversight:
• Manage the receipt of grocery, stationary, and water bottle deliveries, ensuring accuracy and proper documentation processes are followed.
• Document Management:
• Handle court documents by receiving, stamping, scanning, and expediently forwarding them to the Motor Claims team while ensuring original documents are securely stored.

• Support and Coordination for Staff:
• Assist with travel requests for staff business trips, including flight, hotel, and visa arrangements.
• Aid in basic IT troubleshooting, coordinating with office personnel for resolution.

• Accident Recording and Health & Safety:
• Record and manage all accident reports, ensuring timely documentation and communication of incidents to the relevant departments.
• Assist in promoting a safe work environment by conducting regular health and safety checks of the reception area and common spaces.

• Record Keeping and Reporting:
• Maintain organized records for valet parking logs, received documents, weekly Hybrid Hero reports, messenger reports, and yard parking ticket issuance.

• Ad Hoc Support:
• Provide ad hoc administrative support and assistance to various departments as needed, adapting to the dynamic requirements of the business.
• Participate in special projects and initiatives that contribute to improving office operations and efficiency.

• Reception Area Maintenance:
• Ensure the reception desk and waiting area are consistently clean, organized, and presentable at all times, reflecting the professionalism of our organization.

Qualifications:

• Proven experience in a receptionist or front desk role within a corporate or customer-centric environment.
• Exceptional communication and interpersonal skills with a strong customer service orientation.
• Strong organizational skills and meticulous attention to detail.
• Familiarity with health and safety regulations and accident reporting procedures.
• Proficiency in Microsoft Office Suite and the ability to troubleshoot basic IT issues.
• Capability to work independently while being a cooperative team player.
• A friendly and approachable demeanour that aligns with our company’s values.

Benefits:

• Competitive salary and benefits package.
• A dynamic and supportive team-oriented work environment.
• Opportunities for professional growth and development within the organization.

If you are a motivated individual passionate about delivering exceptional service and supporting operational functions in a vibrant work setting, while being attentive to health and safety, we invite you to apply for this exciting opportunity!