Administration @Grayson Talent

Job Description

Our client is one of the world’s leading independently owned family offices and the largest in Europe, Middle East and Africa (EMEA)* as measured by its breadth of services, geographic reach and by assets under management, advice and administration. It provides a range of services from long-term strategic planning and investments to day-to-day advice and administration to over 250 families of substantial wealth. The Group employs over 500 people in 11 offices across 8 geographies. Our client is seeking to recruit a Receptionist to join its team.

Overall Purpose

The Receptionist will support the smooth running of the Mauritius office by ensuring the building and facilities are maintained in good order thus adhering to the Group Facilities Framework, verifying that Health and Safety policies are followed, and providing general office assistance.

Working Relationships

Based in the Mauritius office and reporting to the Head of Client Service Operations, the role involves close and regular interaction with all members of the Mauritius office, external clients, business contacts as well as external vendors.
The Receptionist will also work closely and follow the guidance of with the Head of Facilities in UK.

Principal Elements And Accountabilities

Facilities Management

  • Ensures that the Group Facilities Framework is implemented within the Mauritius office.
  • Liaises with all offices and building service providers and the landlord in respect of ongoing building maintenance, including:
    o Mechanical, electrical and plumbing
    o Pest control
    o General building maintenance and repairs
    o Car park upkeep
    o Office cleaning.
  • Procures or repairs office furniture as and when required.
  • Acts as first line responder for call outs and out of hours planned maintenance.
  • Is a primary key holder and provides key holder management.
  • Issues security passes.
  • Identifies, reports and mitigates any risks in relation to premises, car park and the general office environment.
  • Regularly reviews suppliers contracts ensuring agreed KPIs are met, supported by the Head of Facilities UK.
  • Manages the facilities budget, following procurement policy by:
    o Ensuring all invoices are correct before sending them for payment
    o Updating the relevant Facilities Management contracts and budget trackers
    o Overseeing the delivery of services to meet both budget and desired service levels.
  • Ensures compliance with all Health and Safety policies and legislative requirements including but not limited to:
    o Regularly reviewing and ensuring adherence to all Group Health and Safety policies and relevant regulations
    o Liaising with the Chief Fire Officer to ensure that appropriate fire procedures are in place and are regularly tested
    o Being responsible for ensuring an appropriate level of First Aid cover exists in the office
    o Arranging annual refresher training for all First Aid and Fire Marshalls, keeping accurate logs
    o Maintaining the accident book.
  • Maintains the meeting rooms, ensuring they are clean, tidy and in a good state of repair, fully equipped with stationery and refreshments, and that all marketing materials are current.
  • Oversees staff kitchenettes, ensuring they are clean, tidy and adequately stocked.
  • Provides co-ordination and assistance for small office moves.
  • Provides updates to and requests necessary support from the Head of Facilities UK as and when needed.

Reception Duties:

  • Provides cover for Reception, greeting clients and other visitors.
  • Answer of all incoming calls / redirect calls and/ or take any message from any stakeholder.
  • Provides post room and porterage services including:
    o the delivery and collection of all mail, including priority mail
    o arranging couriers
    o booking taxi services
    o removing sacks, some office waste and newspapers
    o delivering and removing crates, boxes, parcels and other goods delivered, including the company’s archiving requirements, in accordance with manual handling good practices.
  • Delivers letters to various locations around the Island as and when required.
  • Replaces toner cartridges for free-standing photocopiers.
  • Checks all copiers have sufficient paper stocks and replenishes them accordingly.
  • Oversees the collection and on-site destruction of confidential shredding, ensuring all certificates are scanned and filed in a timely manner.
  • Checks stationery supplies and ordering new stock, ensuring appropriate stock is held in the office at all times, in line with the approved stationery budget.
  • Restocks the stationery room with delivered orders.
  • Assist to create DHL login for staff upon request.
  • Complete DHL report with costing in MUR and USD on a monthly basis, send to the Administrators for review and approval, and combine all information received from the Administrators and send to the Finance Team to bill the respective clients.
  • Maintain reception-filling system and file such as correspondence in Compliance Team file, Co Sec file and keep original invoices for Finance Team.
  • Order of company seals upon request, for new incorporated companies and for signatories.

Qualifications And Experience

  • Relevant work experience as Receptionist /Facilities Assistant in a corporate environment with a Professional qualification or occupational certificate is advantageous.

Skills, Competencies And Behaviours

  • PC skills – competence with Microsoft Outlook, Word, Excel, Teams and Internet Browsers. Further training will be provided if required.
  • Excellent telephone manner – answering incoming calls appropriately and competence with the Company’s phone system and room booking system.
  • Strict attention to detail and excellent organisational skills.
  • ‘Can do’ attitude, proactively respond to tasks as needed, taking responsibility and initiative to ensure the smooth running of the premises and post room functions.
  • Strong interpersonal skills.
  • Strong multi-tasking skills.
  • Excellent communication skills.
  • Committed to delivering a high level of customer service.
  • Well presented with a professional attitude.

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