Receptionist

Job Description

Main Purpose of Role:

A key role within the association, providing a friendly and professional welcome to visitors and members, ensuring great customer service is always given and presenting a positive impression of themselves and the organisation.

Supporting the day to day running of the building as a meeting and conference space for hire, and the facilities within building to a high standard.

Role Responsibilities:

  • Assisting with the process of booking meeting rooms at Horticulture House, responding to meeting room enquiries from new and existing customers, over the telephone or via Microsoft Outlook email, ensuring details are accurately recorded to secure the booking.
  • Building and maintaining successful relationships and confidence in the venue, maximising business volumes by building customer loyalty through the successful delivery of events.
  • Managing meetings before and on the day, by organising refreshments and preparing/clearing rooms as required, using effective time management to ensure this is done alongside other daily duties. Ensuring the meeting facilitator is aware of the areas they will be using for breaks and the company fire and H&S procedures upon arrival and be available to assist throughout the day.
  • Supporting the Venue Executive to manage the building and its facilities to ensure that the venue is maintained to high standards of cleanliness and H&S regulations are adhered to and regularly monitored.
  • Supporting the Venue Executive to manage all contractor relationships, including supporting with onsite activities and being the main point of contact in the absence of the Venue Executive.
  • Responsibility for ensuring client contracts and prepayments have been received prior to the actual event day.
  • Maintaining and updating the customer database ensuring accuracy of the client contact details and booking data.
  • General reception duties outside of meeting bookings, such as ensuring all visitors sign in, making them aware of the required Fire and H&S procedures, arranging for the appropriate employee to collect their visitors from reception, ensuring visitors sign out upon leaving and issuing visitors feedback cards to all facilitators and delegates.
  • Processing the daily incoming and outgoing mail, including the operation of the franking machine, and providing special postal services.
  • Responsibility for the ordering of stationary/office groceries and proactively monitoring this.
  • Regularly recording member contact ensuring that the interaction and outcomes are input to the membership database (CRM) to maintain records and reference member data.
  • Following organisational process and procedures to ensure member expectations and agreed service level agreements are met.
  • Managing and protecting member and customer information in accordance with policy and General Data Protection Regulations.
  • Undertaking such other duties, commensurate with the responsibilities above, as may from time to time be required by members of the management team.

 

Essential Skills and Qualifications:

  • The ability to work as part of a team, support colleagues and promote excellent team spirit
  • A confident, friendly, and approachable demeanour
  • Effective written, verbal and electronic communication skills
  • Strong customer service, administrative, organisational and time management skills
  • IT Literate with knowledge of MS Office including Outlook
  • Educated to GCSE standard Desirable Knowledge, Skills and Experience required:

 

 

 Fixed hours of Monday – Thurs 10:00 – 17:30 and Friday 09:30 – 17:00

 

 

Please note: Only candidates with the relevant skills and experience will be contacted regarding this position.

If you do not hear back from us within 5 days you have unfortunately been unsuccessful in your application for this position, however we may contact you in the future to discuss other opportunities

Please note that no terminology in this advert is intended to discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications and abilities to perform the duties of the job.