Greet and assist visitors, manage calls and mail, book and prepare meeting rooms, maintain reception area and security, order supplies, arrange travel and expenses, and provide administrative support to facilities staff.
Key Accountabilities:
- Greet and welcome guests as soon as they arrive at the office – this includes offering to take coats/jackets and refreshments
- Direct visitors to the appropriate person and or meeting room
- Book meeting rooms and ensure they are clean and presentable in line with Westfield standards (training to be provided)
- Answer, screen, and forward incoming phone calls
- Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Provide basic and accurate information in-person and via phone/email
- Receive, sort and distribute daily mail/deliveries
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
- Order front office supplies and keep inventory of stock
- Meeting room set up
- Arrange travel and accommodations, including overspill or travel for PA or other staff
- Create and submit the monthly expense claim for the Facilities department (training to be
- provided)
- Provide overflow and admin support for the Facilities manager and other employees
- Perform other clerical receptionist duties such as filing, photocopying, and faxing
Role Requirements:
- Proven work experience as a Receptionist, Front Office Representative hospitality or similar role
- Proficiency in Microsoft Office Suite
- Hands-on experience with office equipment (e.g. fax machines and printers)
Skills/Competencies:
- Professional attitude and appearance
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks
- Good Customer service skills
This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management. #wspi
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