Description 6-month Fixed Term Contract Opportunity Overview As a Receptionist / Facilities Management Officer you will be responsible for providing administrative support to a number of teams within the business and ensuring the smooth running of the Front of House function. Key Accountabilities and Main Responsibilities Deliver excellent customer service to colleagues/teams, clients and suppliers and ensure high standards of service deliverance are maintained. Dealing with all enquiries and resolving any problems over the phone or in person. Maintain security by following procedures; monitoring logbook; issuing visitor badges. Maintain safe and clean reception area by complying with procedures, rules, and regulations. Maintains continuity by documenting and communicating actions, irregularities, and continuing needs. Organising meeting room calendars and the hospitality requirements for management meetings and presentations Assisting with H&S processes including First Aider and Fire Warden responsibilities (training will be provided) Building Management Manage all tenancy issues for all MUFG Pension & Market Services sites. Liaise with building management and external service providers. Co-ordinate all building maintenance services including air conditioning, electrical/cabling, cleaning, plants, security Office Accommodation Maintain staff location list Assist with internal relocations Office Facilities Manage office facilities by providing recommendations and organising purchase/lease/maintenance of office furniture and equipment, courier services, cabcharge, etc. Financial Management Assist in controlling & monitoring expenditure for all MUFG Pension & Market Services cost centres. Arranging payment of invoices for products & services and ensuring appropriate cost centre allocation for all costs. Purchasing Enhance mutually beneficial relationships with all suppliers and identify significant cost savings on purchasing and other services. Arrange purchase of stationery, office furniture & equipment, IT equipment & accessories. Reception Duties Answer and redirect all incoming calls via the Integrated Attendant Console (IAC). Assist with the following tasks as required: Co-ordinate & book couriers for MUFG Pension & Market Services Staff Co-ordinate and maintain the MS Outlook calender of the meeting room bookings Maintain cabcharge register Assist with meeting room bookings Experience & Personal Attributes General reception and administrative experience Customer Services Oriented Excellent and up to date working knowledge of MS Office, Outlook, Excel and PowerPoint. Good interpersonal skills High degree of accuracy and attention to detail Well organised and a good planner Good written and oral communication skills Good upward management skills Ability to manage own workload Able to use own initiative and the ability to work through issues and problems A dedicated team player Willingness to build relationships and to influence positively at all levels
