Senior Receptionist

Leeds - Onsite

Permanent

Summary

We're looking for a high approachable and organised Senior Receptionist to be the face of our business and driver behind a seamless front of house experience.

In this pivotal role, you'll oversee the day to day running of our reception area, ensuring every visitor is welcomed with professionalism and warmth, and that the workplace runs smoothly behind the scenes. You'll lead a team of two Front of house Receptionists, ensuring effective switchboard management, visitor greeting, meeting room coordination, catering services, and handling post and courier services. Additionally, the Senior Receptionist will take an active role in managing team performance, setting objectives, identifying developmental needs, supporting performance and ensuring seamless operation through holiday cover and leave planning.

Some of the key deliverables of the role include:

• Ensuring compliance with Health and Safety processes to ensure that the safety first and foremost message is visible. Oversee visitor compliance with relevant signing in/out and emergency procedures, ensuring passes are issued correctly and procedures are consistently followed. Act as a key point of contact for emergency response at reception and support the coordination of evacuations where required.
• Take ownership of welcoming all visitors and ensuring a highly professional, positive, and friendly experience. Supervise the overall reception service, setting standards for presentation and conduct.
• Maintain the reception area to a senior level, keeping it clean, organised, and presentable at all times.
• Monitor and manage visitor registration and logs, ensuring accuracy and confidentiality.
• Ensure staff are informed of visitor arrivals promptly and courteously.
• Proactively manage visitor waiting times and ensure refreshments are offered to any visitor with an expected wait time longer than 10 minutes.
• Manage the switchboard function, answering, screening, and forwarding incoming phone calls in a consistently professional manner. Monitor call volumes and contribute to improving customer service processes.
• Coordinate and oversee the preparation of meeting rooms in advance, including the setup of necessary technology (eg projectors, video conferencing equipment).
• Carry out regular checks to ensure all meeting rooms remain clean, fully stocked, and ready for use. Escalate any faults or issues to Facilities Management promptly.
• Oversee the post room process, receiving, sorting, and distributing incoming mail and deliveries accurately and efficiently. Manage the preparation of outgoing mail and the booking of couriers as required, ensuring service deadlines are met. Maintain and monitor accurate records of incoming and outgoing packages. Act as the main liaison with courier providers and resolve any delivery issues.
• Take responsibility for ordering, controlling, and reconciling stationery supplies throughout the office.
• Provide senior level administrative support as required, including but not limited to data entry, monthly FM checks, raising and tracking Purchase Orders, filing, photocopying, and maintaining office records. Support other departments with ad-hoc duties to ensure smooth office operations. Assist with training and mentoring of new or junior reception staff and contribute to the continuous improvement of reception and office procedures.
• Responsible for the management of reception staff including approval of holidays and planning of absence cover. Coordinate rotas and sickness cover to ensure continuous front of house service.

What we're looking for:

• Previously been in a reception management role
• Proven experience in managing a team
• Solid experience in running a busy office reception

Next Steps:

As a business, we're on a journey to build on our culture where everyone is included, treated fairly and with respect. This starts with recruitment and how we bring people into the organisation.

We'll do our best to outline the recruitment process to you ahead of time with plenty of notice. If you require any accommodations to participate in the application or interview process, please let us know and we will work with you to ensure your needs are met.

About Us:

We are one of the leading independent engineering and services businesses in the UK. Founded in 1921, with a turnover of £500m and 3000 employees, we are proud of our history of developing great people through our investment in training.

Working across a variety of sectors within the building and infrastructure industry, our innovative, responsible and forward-thinking approach allows us to work on fantastic ground-breaking projects, providing solutions using the latest tools and technologies.

Progression is something we value, and we will make sure that when you join us you have a clearly defined development path, supported by regular reviews, training and ongoing support to enable you to be the best you can be.