Receptionist/Admin

This is a key role within an ambitious and friendly award winning agency and will support the Accounts & Office Manager in the management of the Reception, General Office and Accounts Function of the business.
As the front-of-house contact, you will provide all visitors – whether in person, on phone or online – with the first and last impression of the agency, hence, exuding a warm and engaging personality is crucial. From managing the reception desk operations to handling bookings, managing community environment and ensuring a seamless client experience, plus supporting with administration requirements, this role is perfect for someone who is proactive, organised, and enjoys working as part of a team and can be a self-starter working on their own initiative.
MAIN TASKS: Reception Duties:
• Provide an efficient reception service, including promptly answering and correctly directing calls, and greeting all visitors appropriately
• Organise and manage post
• Facilitate meetings by booking meeting rooms, setting them up, providing refreshments, and ordering catering as needed
• Monitor the levels of stationery and consumables, and order replacement items in coordination with other team members
• Oversee the delivery of stationery, IT equipment, and other items, ensuring timely delivery or notification to the appropriate team members
• Procurement and management of gifts
• Management of office spaces including ongoing maintenance with suppliers
• Other duties as required Admin Duties:
• Input and process purchase invoices
• Reconcile supplier statements
• Handle supplier queries and sourcing voucher copies
• Support Sales Invoicing, ensuring all processes are followed
• Reconciliation Credit Card Statements – sourcing/matching receipts and input onto system
• Providing Admin Support for Media Department which will include sourcing and collating the Digital Spends on self-serve social platforms including screen shots – training will be given
• Providing Admin Support for the Account Management Department which will include sourcing, collating and invoicing 3rd Party invoices based on an agreed Cost Management Table
• Other admin duties as required Other:
• To provide accounts cover when Accounts/Office Manager is on leave
REQUIREMENTS:
Experience:
• Minimum of 2 years’ experience within a similar role
• Proficient with Microsoft Packages including Excel
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Be comfortable with navigating online platforms
• Desirable experience of working with an agency management system, i.e. Concept
Qualities:
• Excellent written and verbal communication skills
• Be passionate about delivering good work, open to new ideas and prepared to challenge constructively
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Strong initiative with excellent interpersonal and customer service skills (open, friendly, and supportive attitude)
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Strong problem solving and decision making skills with the ability to independently analyse alternative solutions and prioritise quickly within tight deadlines
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Keen attention to detail with strong organisational and administration skills
• Ability to work on your own initiative and as part of a team
Key working relationships:
• Reports to Office & Accounts Manager
• Working with the Senior Management Team
• Works in conjunction with the wider Account Management & Media team