Receptionist

**Role summary**:
Apex is currently seeking a Receptionist. The Reception team is expected to undertake the general daily tasks to support the office, staff and in-house clients which cover, the opening and set up of the reception area each day, the checking and set up of the meeting rooms and the general office area, the catering for the office, (the meetings room water and any working or business lunches that is require), along with the kitchen areas, the courier and post services, The office Stationary requirements, the shredding bins and achieve needs, and the security and control of the office, and any other tasks deemed necessary to support the smooth running of the office. Some overtime may be required for this role.

**Key responsibilities**:

- Reception_
- Cover front desk during reception opening hours;
- Switchboard management, answer and forward incoming calls;
- Answer doorbell to both office and parking;
- Welcome and guide all visitors;
- Escort unauthorized vendors ;
- Escort externals to the meeting room;
- Inform staff about couriers/visitors/signatory book;
- Act as central place for general queries then dispatch accordingly to other teams such as IT, Facilities, Management, CSM teams;
- Courier _/ Post_
- Collect Incoming post from the mailboxes on ground floor;
- Dispatch all incoming mails following Post handling procedure;
- Promptly inform individuals when couriers are delivered;
- Organize outgoing mails/couriers according to the procedure;
- Keep the entity lists up to date. Domiciled entities per office/entities to be returned;
- Be the point of contact for Post and all courier companies;
- Archive all sending and delivery slips;
- Meeting _Rooms and Office_
- Manage meeting rooms bookings;
- Promptly clear after meeting and set up in advance. Reception should work with the person who booked the room to ensure that all confidential materials are gathered up post meeting and disposed of;
- Maintain appropriate level of beverages, catering as requested;
- Ensure correct branded stationary available within meeting rooms;
- Liaise with IT department wrt specific hardware requests;
- Make WIFI password and telephone instructions available for guests.
- Catering_
- All catering requirements must be dealt with by Reception. A set number of providers and menus should be available and Reception should be able to direct people booking catering to the most appropriate supplier;
- Meeting rooms to be set up in advance of a meeting with appropriate crockery (No paper plates, cutlery or milk cartons);
- Coffee pots / tea pots should be put in room just before meeting starts to guarantee service level;
- Daily check main office coffee machines at the earliest convenience to ensure they are ready for use, filled with milk and without cleaning needed.
- O_ffice management_
- Office stationary stock to be monitored proactively on a regular basis;
- Guest cards management and monitoring;
- Parking spaces management;
- Liaise with building maintenance for minor curative maintenance;
- Keep the evacuation list up-to-date;
- 1st aid box regular check/refill;
- APEX Branded stationary stocks to be maintained (note pads, compliment slips, envelopes etc.);
- Administrative & Client assistance;
- Maintain up-to-date list of contractors;
- Any other duties in the scope of the role that the company requires.
- Administrative & Client assistance_
- Administrative tasks (e.g. archiving, binding presentations, scan etc.);
- Client mail management back up.
- Other_
- Support the Facilities management team;
- Support of organisation of internal and external events.

**Skills / experience**:

- Previous experience in a similar role is an asset;
- Fluent in English;
- German and French speaking would be a plus;
- Qualification relating to computer skills/literacy;
- Competent with Microsoft Office, in order to manage communication, bookings, presentationsaccurately;
- Excellent communication skills, both verbal and written;
- Good organisational skills and motivated with the ability to organise own workload;
- Ability to work under pressure;
- Be a team player, positive and have a problem-solving approach;
- Be enthusiastic and act as the face of APEX and promote the culture of the business and adhere to the company behaviours.
- As Apex Group is a financial organisation, all new employees will be required to undergo a criminal record check._
- #LI-Hybrid_