Reception and Office Assistant

Reception and Office Assistant

Salary: £28,500 per annum, plus company benefits

Location: London, EC2V 7AN

Contract: Full Time, Permanent

Shifts: 40 hours per week, Monday – Friday, 9am until 6pm with 1 hours unpaid lunchbreak

Work model: 4 days a week onsite plus ad hoc cover as required

Williams Lea seeks a Reception and Office Assistant to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role

Williams Lea are looking for a motivated individual to join the operations team to provide a comprehensive front of house reception service and assist with the day to day running of the London office, for our client. The role will report into the Operations Assistant and liaise closely with the lead Receptionist. You will undertake general administrative duties and provide a high standard of customer service to employees, visitors, and external contacts. You will be responsible for being knowledgeable on all aspects of the office and wider building, and ensuring guests feel welcomed when visiting the office. The current opportunity is for a reliable self-starter with a ‘can do’ attitude who is willing to roll up their sleeves to deliver the best outcomes for our people.

Key responsibilities

Reception Activities

• Primary responsibility for ensuring adherence to all reception policies and procedures (e.g. security, procurement, health and safety etc.), and working with the Operations Assistant to ensure best practice and continuous improvement
• Required to help maintain a warm and welcoming atmosphere at Reception, ensuring visitors are greeted professionally and efficiently
• Assist in providing a continual presence alongside the Senior Receptionist. Working together to ensure the reception area is continually attended, accounting for lunches and breaks as needed
• Support in the coordination and maintenance of meeting rooms, ensuring maximum availability, avoiding clashes and keeping the area tidy to create the best impression with visitors
• Ensure all incoming and outgoing telephone calls are answered and dealt with courteously and as quickly as possible
• Ordering and picking up lunches for internal meetings
• Responsible for the Reception Manual – ensuring all procedures are documented and updated when changes are made

Office Support and Administration

• Overall responsibility for the post room and basement areas including the storeroom and lockers, ensuring sufficient stock available and appropriate organisation
• Responsible for ordering kitchen and office supplies in line with policy guidelines
• Supporting with the continuous improvement of suppliers, ensuring we are obtaining best prices and where necessary submitting change of supplier requests to be reviewed with the Head of Finance
• Organising day-to-day maintenance of the office, coordinating external contractors and suppliers; communicating with building security and others tenants when required
• Collecting deliveries from the loading bay and ensuring the kitchen and post room are sufficiently stocked
• Assisting with administration duties including post, printing, binding
• Supporting with the onboarding of new staff – helping with office procedures, building tours and health and safety inductions
• Ensure health and safety standards are met, acting as a first aid representative and/or fire marshal if required
• Assisting the PA team with adhoc admin and event planning

Personal attributes

The successful candidate will have the following experience / characteristics:

• Strong attention to detail
• Ability to manage and prioritise workloads
• Adept interpersonal skills and telephone etiquette
• Flexible approach to work and good time management skills
• Ability to communicate and build effective, positive relationships across all levels
• Team player with an inclusive approach
• Pro-active with the ability to identify problems and implement solutions effectively
• Advanced MS Office skills
• Comfortable operating in a dynamic, pressured and fast-paced environment.
• A willingness to work at least 4 days a week in the office.

Rewards and Benefits:

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com.

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