Receptionist

<h1><b>About the Role:</b></h1><p><b>Role</b>:</p><p><span>                                     </span></p><p>The Receptionist is the key function for a pleasant office environment. This role ensures the facilities are tidy and well-functioning, greets employees, guests, and visitors, manage the switchboard 08:30-17:00, provides support as a conference host, keeping facilities vendor contracts up to date and maintaining relations with vendors, work closely with the Facilities &amp; Events Manager in office security issues and assist the Events &amp; Facilities Manager in other ad-hoc tasks.</p><p><br/>The role demands high collaboration qualities, making the daily work transparent between the team members.</p><p></p><p><b>Working hours:</b></p><p><span>                    </span></p><p>This position is bound to operating hours, 08:00-17:00, including 1 hour lunch. Local events will require off-hour work approximately once a month but may both increase or decrease.</p><p></p><p><b>Key <span>Responsibilities </span></b>  </p><p></p><p>Conference Host:</p><ul><li>Keep all conference rooms tidy during the day’s planned events.</li><li>Service, when requested, with lunch, coffee, print outs or other requirements.</li><li>Refurnish rooms when requested and be proactive when not.</li></ul><p><span>                                              </span></p><p>Facilities Coordinator:</p><ul><li>Manage the office environment</li><li>Including effectiveness of facilities and multi-use areas</li><li>General maintenance and order of the premises</li><li>Cleanliness of shared areas, such as kitchen, dining room and lounge</li><li>Acquiring supplies as needed</li></ul><p></p><p>Office Administration:</p><ul><li>Managing contacts with vendors (where not managed centrally by OSTTRA), including building management, office supply, cleaning and other services, office machines, utilities, etc.</li><li>Contribute to purchasing processes when new vendors are selected, or new services/products are purchased</li><li>On/off boarding staff in Jira administration system such as information of the premises, alarm and safety, staff photos, mobile phone subscription, access to the office</li><li>Co-ordinate with administrative personnel in other office locations</li></ul><p></p><p>Reception:</p><ul><li>Handle telephone calls to the main number, screening calls and distributing messages to staff asked for</li><li>Welcome visitors in a professional way, verifying their identity (follow security procedures and the visitor’s policy) and ensuring that they receive a good impression of the company</li><li>Ensure the lobby are tidy and welcoming each day, during the whole day</li><li>Handle post and shipments including; screening and distributing incoming post and handling outgoing post, booking and preparing shipments and courier items for pickup and handling outgoing shipments, receiving incoming shipments and courier items, distributing them to the final receiver</li><li>Assist colleagues with other administrative duties when time allows</li></ul><p></p><p>Events:</p><ul><li>Assist the Facilities and Events Manager with set up for events</li><li>Help with the execution on the day of the event to set up the venue etc</li></ul><p></p><p>In any of above responsibilities it is significant that any documentations are filed and archived in a transparent way within the group. This applies to both physical and electronic documentations.</p><p></p><p><b>Key Skills:</b></p><p></p><p>Applicable education includes:</p><ul><li>Applicable training and/or experience in administrative duties, including reception</li><li>Languages: excellent English required, other languages a plus</li></ul><p></p><p>Other training/experience:</p><ul><li>Experienced user of MS Office environment is a must</li><li>An eye for details</li><li>Elevated level of structured and organized approach</li><li>Maintaining several tasks simultaneously</li><li>Janitor qualities, including but not limited to, handling smaller refurnishing, executing larger conference rooms set ups, keeping the facilities up to date with our high demands, putting pride in knowing your office</li><li>Problem solver</li><li>Must be able to work beyond instructions in the framework of a clearly stated purpose and goal</li><li>Service minded</li><li>Prestige less</li><li>Proactive</li></ul><p></p><p></p><p><b>About OSTTRA</b><br/><br/>Candidates should note that OSTTRA is an <span><span><span><span><span><span><span><span><span><span><span><span><span><span>independent firm,</span></span></span></span></span></span></span></span></span></span></span></span></span></span> jointly owned by S&amp;P Global and CME Group.  As part of the joint venture, S&amp;P Global <span><span><span><span><span><span><span><span><span><span><span><span><span><span>provides recruitment services</span></span></span></span></span></span></span></span></span></span></span></span></span></span> to OSTTRA - however, successful candidates