Company description:A rewarding place to work. At Rathbones, We invest in everyone’s tomorrow – that includes our people. We are always looking for future talent, and we can help you build a rewarding career with clear paths to progression and the opportunity to share in the success of our business.Job description:Role Title: Front of House & Facilities AdministratorLocation: SheffieldContract: Permanent, Part Time, 10AM-2PM Monday to FridayWorking pattern: Office basedAbout the RoleThis role is to provide an efficient, friendly and professional reception service to all callers, both in telephone and in person, made to the company. To provide comprehensive administrative support to ensure effective and efficient operations and contribute to an excellent client service.What you’ll be responsible forReception• Answer incoming calls, greet visitors at the door, transfer calls on an announced basis, and take messages as required.• Welcome clients and other visitors to the Company and assist them appropriately during their visit.• Log all external visitors with the building manager to ensure a seamless visit.• Ensure that the reception and kitchen areas are kept clean and tidy, including loading and unloading the dishwasher, cleaning and maintaining the coffee machine, watering plants, and maintaining adequate stocks of brochures and newspapers.• Meetings – Make reservations in the office diary, arrange refreshments and food if requested, prepare rooms, escort guests, provide refreshments and tidy post meeting.• Book taxis for clients, and maintain records of car parking spaces, where available.Property• Complete regular stock checks and order replenishment of all office consumables including stationery.• Be the local H&S representative and undertake the duties of office Fire Marshall and First Aider.• Undertake the duties of the H&S representative and participate in the group quarterly HSSG.• Process all post, including monitoring the Outlook mailbox for digital post sent from the Liverpool mailroom, saving items into Invest Cloud, emailing relevant staff members, and updating the post log; manage outgoing post and arrange courier collections.• Process all invoices for Finance and manage petty cash including reconciliation of credit card invoices.• Responsible for local office security systems including alarm, CCTV and access control.• Act as the primary Keyholder for the office.• Manage all contractors and suppliers who attend site to undertake all planned and reactive maintenance.• Act as the local POC between landlord, contractor, supplier and the Group Property Department.• Take and record all utility meter readings for the office monthly.About youIf you meet some of these criteria and are excited about the role, we encourage you to applyAble to build constructive relationships with other members of staff, (supervisor, manager, colleagues), providing support for other team membersCan communicate, both verbally and through the written word, in an effective and positive manner, adopting a flexible and adaptable approachAn understanding of the professional and personal services we offer to our clientsExcellent attention to detail and qualityAble to plan and manage time effectively, allocating realistic timescales in order to achieve and meet deadlines. Remain objective under pressure and continue to work productively and in a focussed way.Adapt to change positively and be able to recognise and adapt to changing circumstances and priorities.
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