Receptionist (Part Time - Mornings)

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Job description

Our client is looking for a Receptionist (Part Time - Mornings) for a contract position, located in Aberdeen.

ROLE

In this role you will work as part of the Facilities team. The primary responsibilities of the role are to greet customers, contractors, job applicants and other visitors ensuring inductions are carried out when applicable and notifying company personnel of their arrival, to operate a switchboard to route incoming calls and place outgoing calls and to maintain security by following security procedures, monitoring logbook and issuing visitor badges. Support emergency responses actions required from reception.

RESPONSIBILITIES

The main duties / responsibilities of this role include, but are not limited to;

· Full participation in the company's Quality Health and Safety systems. Support safety initiatives, including use of incident / potential incident reporting system

· Ensure reception area is always tidy and presentable

· Greets, welcomes and direct visitors, contractors, and employees appropriately

· Follow Covid protocols for visitors (Request completion of Covid form and) Temperature checks

· Administers site induction for new visitors and contractors to the site.

· On arrival of frequent visitors/contractors, verify the site inductions have been completed in the last year.

· Issues security and NFC passes for staff, visitors and contractors as required.

· Notifies company personnel of visitor arrival.

· Key safe - keeping track of keys and visitor and contractor full access passes.

· Informs visitors by answering or referring inquiries.

· Directs visitors by maintaining employee and department directories.

· Maintains office security by following security procedures, including daily monitoring of security logbooks, issuing security passes when instructed by HR or Facilities and deactivating non returned visitor passes.

· Actively carries out receptionist emergency response duties when required. Directs people in reception to muster point and brings reception emergency equipment and open permits to the muster point if safe to do so.

· Answer, screens, and forward incoming phone calls.

· Receive, sorts and distribute daily mail/deliveries.

· Prepares shipment documentation for couriers and arrange collections.

· Prepare upfront outgoing mail.

· Coding supplier invoices using OnBase system.

· Order office supplies and lunch providing a cost center is supplied by company personnel.

· Facilities support:

o Recording of actions in Pirana and reports as requested

o Ordering mobile phones from Vodafone for UK and NL staff - assisting with any queries regarding mobile phones

o Accrual of Onbase invoices - monthly report submission.

o Recording of utilities readings

o Printing off papers for permits for contractors visiting site

o Scanning and filing contractors' services/repairs reports in facilities PPM folder and record actions in Pirana when instructed by Facilities Coordinator/Facilities Manager

o Ensures efficient shift handover by documenting and communicating actions, irregularities, and continuing needs.

Daily

· Daily filing of delivery notes, DHL, Waste management notes, invoices, etc

· Check Emergency radio, reception mobile phone, inductions tablets, VCI tablet, are operative and charged.

· Last on shift - ensure all filing is completed - clean desk policy in reception

Weekly

· Order office and coffee supplies

· Issue oncall rota on a Thursday. Send to all site.

· Ensuring the Blank Permits folder is kept stocked up

· Every Friday, Last on shift

· Changes of the oncall sales number via the allocated website

· Weekly filing of VCI reports

REQUIREMENTS

Minimum Expectations

· Comprehensive knowledge of Microsoft Office; Word, Excel, PowerPoint

· Excellent communication, time management and prioritisation skills

· Organised with the ability to use own initiative, be reliable and able to work equally well alone or part of a team

· Ability to work independently and as part of a team

· Excellent work ethic; promoting a positive attitude at all times

Desirable

Previous Reception/Admin experience.