Receptionist

Your Role

This individual is someone who inspires and implements great experiences for our team members and clients every day by ensuring high quality office services programs and support. Use your passion for service and attention to detail to help the Gensler team with day-to-day office matters and clerical tasks. As a Receptionist, you will be an integral member in ensuring that our reception and office operations run smoothly and are successful in supporting other business activities.

As a Gensler Receptionist you are responsible for maintaining the aesthetic appearance and cleanliness of FOH and a high-end office environment including common areas, meeting rooms and kitchen. This may include but is not limited to attending vendors face to face or by telephone, helping guests, maintaining office supplies, office equipment, preventive maintenance, and a wide variety of clerical and administrative duties.

What You Will Do

• To provide a positive reception experience for team members and guests that are entering the office
• Maintain the cleanliness, aesthetic integrity and organization throughout the office
• Perform audits of the facility, recording items in need of repair or replacement and ensure appliances and all office furniture remain in working order
• Handle all calls coming through main office phone number
• Coordinate with building management and maintenance
• Inventory, order and restock office, pantry supplies, marketing materials and namecard
• Manage incoming and outgoing mail, couriers, and deliveries
• Support office moves, renovations, furnishings and seating assignments
• Assist with resources for hotels, restaurants, parking and things to do for out-of-town visitors, including remote team members
• Support on corporate logistics (including travel, on the ground transportation, accommodation etc.) for our guests and overseas colleagues, and ensure our guests have access to the office
• Plan and coordinate logistics and catering of events including Staff Meetings/Town Halls, Holiday/Bonus/Wellness Events, Appointments Day, Office Tours, Client meetings and other similar events during and after hours
• Coordinate with different communities and function and manage/update the Office Calendar (including recurring weekly office and yearly meetings)
• Provide IT/AV support in conjunction with IT Helpdesk
• Check regularly throughout the day all meeting rooms have IT, are tidy and cleared of any previous meeting items, whiteboards cleaned, and chairs pushed in.
• Continuously improve processes, systems, and customer satisfaction
• Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties.
• Engage and collaborate with the larger team on sustainability efforts and initiatives.
• Research and implement ways to optimize our internal workflow environmental impact.

Your Qualifications​

• Bachelor’s degree and minimum 5 years’ administration experience in a similar role
• Previous experience in fast paced creative services organisation would be advantageous.
• Excellent verbal and written communication skills in English
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc)
• Professional appearance and demeanor
• Ability to problem solve, both individually and as part of a team
• Responsive and proactive approach, with strong follow-through skills
• Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism.
• Great attention to detail, highly organized and strong time management skills
• Must be organized, efficient and enjoy working with a team as well as work independently
• High standards and quick to take accountability for your team and space.
• Sensitivity to confidential projects and information
• Flexibility and a willingness to get involved in areas that might be outside your core responsibilities. 
• Experience in interacting with all levels of staff.
• Ability to anticipate needs and operate proactively
• A sense of pride in delivering warm, first-class customer service

Life at Gensler

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loans, pension, and twice annual bonus opportunities. 

As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.