Receptionist/Administrator

  • Job Reference: 00096254-1
  • Date Posted: 19 November 2022
  • Recruiter: CV-Library
  • Location: Havant, Hampshire
  • Salary: £21,000 to £23,000
  • Sector: Administration
  • Job Type: Permanent

Job Description

Receptionist/Administrator required for a Havant Based business. Permanent Role.

KEY PURPOSE
To provide excellent customer service to tenants and visitors onsite. This is a varied role involving Helpdesk, Conferencing and Reception duties and will require someone who is exceptionally organised in their day to day working routine with excellent attention to detail.

KEY ACCOUNTABILITIES
The successful applicant is responsible for overseeing the Customer service administration providing a professional image at all times.
Duties will include answering phone calls, responding to general tenant enquiries, booking meetings while managing meeting rooms and managing the switchboard. The role will also involve sanitising the own working area throughout the day.
·Dealing with customer incident requests, loading information onto the computer aided facilities management software (Concerto) and providing customers with status or outlook. This includes complaints and compliments.
·Providing a central point of enquiry for site related information to customers and colleagues.
·Monitoring incidents via the FM system and liaising with operational supervisors where necessary, in order to expedite urgent or critical requests.
·Ensuring that all the necessary records regarding incidents are maintained and accurate for management to validate month end invoicing and administer appropriate charges.
·To demonstrate extensive knowledge, awareness and understanding of FM issues to enable satisfactory resolution to customer requests.
·Answering incoming calls via switchboard and directing such calls in an efficient and professional manner. Ad hoc orders as required by the customer, such as refreshments for conference room bookings. To liaise with the FM teams ref requirements needed for each Conference room booking.
·Liaise with relevant Contract staff and subcontractors in relation to all aspects of helpdesk requirements and that required information is returned in a timely manner.
·Reception duties like answering the phone, meet and greet visitors, supplying badges, etc. will be a requirement at busy times
·Lunch time cover at different receptions daily.
·Holiday cover for other Receptions required.

COMPETENCIES
·Previous switchboard experience
·Confident and assertive customer service skills
·Data input accuracy, speed, and attention to detail
·Competent level of IT skills in Word and Excel, and other Microsoft products such as Outlook
·Preferably previous experience in a similar role
·Ability to interpret information in an effective manner to recommend an appropriate course of action to address issues or escalate these to a senior colleague.

CORE QUALITIES AND ATTRIBUTES
·Excellent client and customer services and professional standards to be always maintained, plus adherence to agreed protocol and service standards.
·Proactive with a can do attitude approach to customer liaison and ensure concerns are dealt with or relayed to line management promptly
·Ability to work under pressure and prioritise workload
·Willing to multitask and share tasks with colleagues, which may not necessarily be within your role to support.
·Due to Covid-19 frequent cleaning of desk objects like the mouse, keyboard, phone, and any other touchpoints like door handles to be cleaned throughout the day.
·Flexible working hours required for Holiday cover.
Other
·Core working hours are (Apply online only) but a level of flexibility will be required.
·Precautions introduced due to Covid-19:
ØScreens fitted on the reception desk.
ØSanitizing consumables available