Mott MacDonald
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Job Description and Requirements

Job description / Role

Main Purpose of the Job:

The Front Desk Administrator will manage the front reception desk and all reception services including greeting all visitors in a polite, friendly and welcoming manner, directing callers appropriately, notifying company personnel of visit arrivals and maintaining security access to the office.

This position will provide first contact with all of the Company's visitors and callers and as such the post holder is expected to deliver a polisher service in representing Mott MacDonald and presenting the professional corporate face of the Company. Having sole responsibility for managing all aspects of the Company's reception services in the office, you will provide a first-class service to staff and visitors alike, building strong relationships with company personnel and working closely with other Support Services staff.

However, equally important will be the administration support services you provide to the MM Team

Key Responsibilities/Duties:

* Providing full reception management service to office staff
* Ensuring the reception, lobby and conference/meeting rooms are safe, clean and tidy for use all times; correcting any irregularities that may compromise staff and/or visit safety or comfort
* Greeting, welcoming and announcing visitors to staff
* Maintaining office security by following company procedures and controlling access (visit logbook and issuing of visit badges
* Ensuring all visitors are safety briefed with a verbal explanation of the office safety and emergency arrangements and issuing the office safety information pamphlet
* Answering, screening and forwarding incoming phone calls while providing basic information when needed; sending, receiving and distribute of faxes and mail
* Booking conference and meeting rooms for staff and arranging catering and refreshments
* Arranging hotel booking for MM visiting staff and managers
* Managing the driver's schedule and directing drivers accordingly, logging all journeys onto the daily log
* Arranging airport collection and drop-off for visiting and project staff
* Management of incoming/outgoing mail, courier and deliveries
* Assisting with preparing LPOs for goods and services, including stationery and hire cars from preferred suppliers
* Reviewing with the Team our external suppliers and assisting with ensuring our suppliers list provides suitable value and service.
* Checking and verifying supplier invoices; date stamping on receipt, attaching any supporting documentation, coding up and obtaining approval as per company policy for forwarding to Finance within 7 working days for timely payments
* Processing of premises' staff expense claims
* Submitting timesheets for Drivers and Office Assistants and sending any approved overtime to Finance
* Maintain the online receptionist telephone/staff directory
* Ensuring that washrooms are always safe, clean and stocked, directing the Office Assistant and/or alerting the facilities management team accordingly
* Providing and arranging leave cover with other support staff within central services administration team
* Providing administrative support to the facilities management team, where necessary
* Assisting with any tasks and projects which may arise on an ad-hoc basis


Essential Candidate Requirements:

* Minimum education to Diploma level; Degree level education would be preferred
* Maintain professional appearance at all times
* Highly organised with strong, forward planning and time management skills to prioritise workload
* Excellent level of accuracy with attention to detail
* Ability to multi-task and work under pressure