Allianz Global Assistance

JOB DETAILS The Receptionist in the Office Services department is responsible for providing administrative support to the business team and ensuring efficient day-to-day office operations. This role involves maintaining office services, security, managing office applications, communication, and providing exceptional client service. KEY RESPONSIBILITIES Front Desk Management: • Greet clients and visitors with a warm and professional demeanor. • Manage and maintain a tidy and organized reception area to create a positive first impression. Handle incoming calls, messages, and inquiries promptly and professionally. Receive, sort, and distribute mail and deliveries. Client Service: • Ensure exceptional client service by addressing inquiries, providing information, and assisting with appointments or meetings. Act as a liaison between clients and relevant staff members, ensuring smooth communication and addressing client concerns. Administrative Support: • Assist with administrative tasks, including scheduling appointments, managing calendars, and organizing meetings. Prepare and distribute internal and external communications, ensuring accuracy and professionalism in all written and spoken interactions. Problem Solving and Creativity: • Display proactive thinking and creative problem-solving skills to efficiently handle unexpected situations and find innovative solutions. Support, Communication & Troubleshooting: • Creating and circulating department communications and announcements. Corporate AMEX card administration. • Manage car parking card distribution and parking policy briefings. • Liaise with the Facilities team for maintenance issues. • Implement Health, Safety, and Environment (HSE) processes and policies. Assist with basic ZOOM troubleshooting and audio-visual conference room setup. • Invoice processing raising requisitions/PO with vendor management. • Coordinate BCD travel services for hotel, flight, and car bookings when needed. • Manage the Office Services onboarding/offboarding process. • Handle office directory management and distribution. Monitor and control access to the office premises, ensuring the safety and security of the workplace. Follow established security procedures, including signing in and out of visitors and issuing visitor badges. Manage meeting room bookings as well as room configurations for in-office meetings/training/events facilities set-up, catering, and IT coordination if A/V, if required. • Working closely with the IT department to ensure IT requirements are met throughout the office and acting as first point of contact for any troubleshooting that may arise. Office & building security access management. Office occupancy tracking & reporting. Maintain facilities tracker. Co-ordinate with the horticulture vendor to maintain the plants in the office. • Managing order and delivery of pantry items. Capable of dealing with people at all levels in a multicultural environment, aligning clear expectations of requests and committed to executing deliverables to the highest standards. KEY REQUIREMENT • Minimum 3 years experience in a corporate Reception or Office Services position. • Experience in Financial Services, Management Consultancy and/or a Professional Services environment is a plus. • Strong Word, PowerPoint, Excel, and Outlook skills. • Video conferencing knowledge a plus. • Knowledge of smart office solutions is a plus. • Oracle knowledge is advantageous