Job Description

Overview

We are looking for a professional and highly organised Reception Coordinator to join our London office. As the first point of contact for employees, candidates and visitors, you will play an important role in creating a welcoming, professional and efficient experience while ensuring the smooth day to day running of reception. This role is ideal for someone who is confident working independently, enjoys a fast-paced environment and can quickly become a valued member of the team.

Reporting to the Head of Facilities EMEA, who is based in Dublin, you will work alongside colleagues across both our Dublin and London offices to deliver an exceptional front of house experience and provide administrative support as required.

List of duties contains:

Reception

• Be the first point of contact for employees, candidates, clients and visitors, providing a professional and welcoming experience.
• Manage the reception area, ensuring it is always well presented and reflects Susquehanna's high standards.
• Answer incoming telephone calls, take messages and direct enquiries appropriately.
• Coordinate visitor arrivals, including registering guests, issuing passes and notifying hosts.
• Manage meeting room bookings and ensure rooms are prepared for internal and external meetings.
• Arrange catering for meetings and assist with hospitality requirements.
• Accept and coordinate deliveries, post and courier services.
• Liaise with building management regarding visitor access and day to day facilities matters

Administration

• Partner closely with colleagues across Employee Experience, IT, Tech, HR, Legal, Operations, Security and other business teams to support the smooth running of the London office.
• Provide other administration support to the smooth running of the office
• Process supplier invoices by reviewing and rejecting/approving. Requesting amendments from suppliers where necessary.
• Manage security access cards for new joiners, leavers, visitors and contractors.
• Respond to security breaches in a timely manner in line with processes

Facilities

• Act as fire warden for designated areas and maintain staff evacuation list.
• Assist with facilities helpdesk duties and logging of requests and provide back up support to the facilities and administration teams as required.
• Support the coordination of cleaning, catering, security and waste services, liaising with relevant teams and service providers and escalating issues as required.

What we’re looking for

• Minimum 3 years’ experience of relevant reception/front of house experience
• Professional approach, with excellent interpersonal and communication skills.
• Outstanding customer service skills with the ability to build positive relationships with employees, candidates and visitors.
• Strong organisational skills with the ability to prioritise competing demands.
• Excellent verbal and written communication skills.
• High attention to detail and the ability to maintain confidentiality.
• A proactive, flexible approach with a willingness to support the wider team where needed.
• Comfortable working in a fast paced, professional environment.
• Proficiency in Microsoft Office, including Outlook, Word and Excel.
• H&S training (Fire warden, First aid, H&S awareness training) an advantage