Reception Administrator

Who are we?

Howden is a collective – a group of talented and passionate people all around the world. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mindset, and our strength lies in our ability to collaborate as a powerful international team comprised of 18,000 employees spanning over 100 countries.

People join Howden for many different reasons, but they stay for the same one: our culture. It’s what sets us apart, and the reason our employees have been turning down headhunters for years. Whatever your priorities – work / life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.

Howden is looking for a Reception Administrator to ensure the smooth operation of our office environment. This position requires a highly organized and detail-oriented individual who can manage various administrative tasks, support the Reception team, and maintain strong relationships with key stakeholders. You will be responsible for overseeing security pass management, locker allocations, and room booking systems across multiple office locations, ensuring compliance and efficiency. If you are proactive, communicative, and thrive in a dynamic setting, we invite you to apply for this vital role.

Please note this is a full-time, permanent position that is fully onsite at our Central London head office.

Role Responsibilities:

• Overseeing and managing the reconciliation, replacement and creating of building access security passes for all employees, visitors and contractors to the building and keeping up to date records of any changes

• Ensuring all leavers are processed correctly, ensuring passes have been disabled in accordance with the businesses compliance team

• Managing stock of day passes and visitor passes for use of the ground floor Reception team

• Facilitating a weekly Temporary and Events pass audit with assistance from the Reception team, ensuring any passes not returned are disabled and re-printed

• Maintaining a good relationship with the buildings security and management teams, who print all passes for each company in the building.

• Managing fitness locker allocations, running regular audits and ordering replacement keys whilst keeping the key safe tidy and organised

• Issuing office lockers to new employees and organising leavers locker reallocation

• Use of C-Cure access control software, giving the correct building access to all staff members

• Carrying out quarterly audits on all lockers, to insure they are being used effectively by staff

• Being Group Admin for the Condeco room booking system. Inputting new starter information into the system and granting the correct permissions. Supporting the Reception team in service and price updates, as well as cross charging and reporting.

• Group Admin for RICOH Spaces desk booking system, assisting people in booking desks and granting permissions to PA’s so they are able to book on behalf of their teams etc.

• Managing the lockers, passes and desk bookings for the other London offices - Houndsditch and Mark Lane

• Maintaining the Reception Admin inbox, ensuring all emails are actioned. responded to and filed away in a timely manner

• Working closely with the Reception team, helping to cover reception desks and helping out in the Front Reception inbox when needed.

Role Requirements:

• Previous experience as an office administrator

• A good level of knowledge for all Microsoft Office suites

• Ability to work independently and as part of a team

• Excellent communication skills, in both verbal and written English

• Ability to prioritise tasks efficiently ensuring all deadlines are met

What do we offer in return?

A career that you define. At Howden, we value diversity – there is no one Howden type. Instead, we’re looking for individuals who share the same values as us:

• Our successes have all come from someone brave enough to try something new

• We support each other in the small everyday moments and the bigger challenges

• We are determined to make a positive difference at work and beyond

Reasonable adjustments

We're committed to providing reasonable accommodations at Howden to ensure that our positions align well with your needs. Besides the usual adjustments such as software, IT, and office setups, we can also accommodate other changes such as flexible hours* or hybrid working*.

If you're excited by this role but have some doubts about whether it’s the right fit for you, send us your application – if your profile fits the role’s criteria, we will be in touch to assist in helping to get you set up with any reasonable adjustments you may require.

*Not all positions can accommodate changes to working hours or locations. Reach out to your Recruitment Partner if you want to know more.

Permanent