Job Description

Receptionist

Our client, a leading independent Oil & Gas operator, are currently seeking a Receptionist to join their administrative team in Norwich.

This is initially a 12 month contract, with the strong likelihood of extension, or made permanent where possible.

Working hours are Monday to Friday 08:00 till 16:00 and 09:00 till 17:00 alternating every other week.

You will be responsible for carrying out a high volume of administrative work that needs to be completed in conjunction with carrying out the receptionist/telephonist role.

Skills & Experience

* Previous experience within an administrative and / or front of house role.

* Microsoft Office (Word / Excel / PowerPoint) – minimum beginners level.

* SAP – preferred but not essential.

* Maintain a professional manner at all times.

* Be hardworking, methodical, honest, punctual, reliable and flexible.

* Able to work under pressure

* Ability to communicate effectively with people at all levels

Key Responsibilities:

* Meet and greet all visitors to the Norwich office, ensuring people sign in, allocating visitor identity fobs, directing people to meeting rooms or contacting staff to collect visitors. Ensuring all visitors return identity fobs prior to leaving site to ensure muster roll call will be correct from the daily visitor’s log.

* Answer all incoming telephone calls and directing those calls from the central switchboard at Norwich office. The switchboard is the central hub for callers to Norwich office, Great Yarmouth workshop and warehouse, Bacton Terminal, Dimlington Terminal and all offshore platforms.

* Locating personnel by use of the access control system, Vantage database, Attendance Tracking System (ATS) and staff Intranet

* Offer assistance to anyone who approaches the reception with a problem, enquiry or request.

* Make travel bookings from authorised travel forms in the most cost effective and efficient way, seeking guidance if requests appear overly costly. Travel arrangements include booking hotels from an approved list of suppliers, booking hire cars, rail travel, flights and taxis.

* Assist with distribution of all incoming and outgoing mail from all sites across the assets ensuring internal and external mail is marked correctly and directed to the right location via the local courier / Royal Mail.

* Maintain Excel spreadsheets of all travel bookings made in order to cross reference incoming invoices prior to payment or to cross reference any booking queries and discrepancies.

* Checking and approving all travel invoices, and cost coding correctly before passing over to accounts team to pay. Resolving any discrepancies and requesting credit notes if necessary.

* Carry out miscellaneous general administration tasks as requested by other members of the administration team or the office manager

* Create documents, forms, letters and presentation work as required, to a professional standard, using Microsoft Office, for all members of staff across all departments.

* Be prepared to support the Incident Management Team (IMT) if required as sensitive calls and visitors from external agencies may route via Reception.

* Booking conference rooms and lunches for meetings on a day to day basis.

* Photocopying and binding of documents

* Assist other members of the team to provide confidential secretarial and administrative support to the organisation.

* This is a key role for our Clients organisation, providing first point of contact for all telephone enquiries and face to face visitors to the Norwich office. This position is varied and interesting but can be demanding which requires the individual to be able to work under pressure.

For further details, please forward a copy of your CV today!!

Todd Hayes Ltd is an equal opportunities employer. Due to the large number of applications we receive I’m afraid we are unable to respond to everyone individually however your details will remain on file should another suitable opportunity become available moving forward.

If we can take your application further, we will of course be in touch.

Todd Hayes is acting as an Employment Business in relation to this vacancy.

Todd Hayes Ltd