Corporate Receptionist & Facilities Assistant

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
• 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
• Maintain staff location list
• Assist with internal relocations
• Manage office facilities by providing recommendations and organising purchase/lease/maintenance of office furniture and equipment, courier services, cabcharge, etc. 
• 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.  
• 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.
• 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