Workplace Receptionist

Datasite and its associated businesses are the global center for facilitating economic value creation for companies across the globe. From data rooms to AI deal sourcing

and more. Here you’ll find the finest technological pioneers: Datasite, Blueflame AI, Firmex, Grata, and Sherpany. They all, collectively, define the future for business growth.

Apply for one position or as many as you like. Talent doesn’t always just go in one direction or fit in a single box. We’re happy to see whatever your superpower is and find the best place for it to flourish.

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Job Description:

Ultimately, a reception team members duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

Duties to include but not limited to

• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately
• Answering screening and forwarding incoming phone calls
• Receiving and sorting daily mail
• Supporting the Office Facilities manager and the Facilities Director.
• The role sits within the Sourcing teams and reports into the Facilities Manager.

Responsibilities

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls.
• Ensure 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.
• Get to know leadership team and VP’s.
• Receive, sort and distribute daily mail/deliveries, scan mail where directed.
• 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.
• Update calendars and schedule meetings
• Support the facilities team for invoicing, purchasing.
• Ensure all meeting rooms are fit for purpose and clean.
• Manage the Stockroom.
• Keep updated records of office expenses and costs
• Perform other clerical reception duties such as filing, photocopying.

Requirements and skills

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• 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
• Excellent Customer service attitude
• School qualifications; additional certification in Office Management is a plus
• Manual handling
• Health & safety

Our company is committed to fostering a diverse and inclusive workforce where all individuals are respected and valued. We are an equal opportunity employer and make all employment decisions without regard to race, color, religion, sex, gender identity, sexual orientation, age, national origin, disability, protected veteran status, or any other protected characteristic. We encourage applications from candidates of all backgrounds and are dedicated to building teams that reflect the diversity of our communities.