Receptionist/Workplace Host

Workplace Host Ref: VN067 Glasgow, (9-months contract)

The Opportunity

We are currently seeking a Workplace Host to join our team. As a Workplace Host, you will play a vital role in creating a welcoming and efficient workplace environment for our employees and visitors.

In this role, you will be responsible for ensuring that our workplace is well-maintained and functional, as well as providing excellent customer service to all guests. You will be the first point of contact for visitors and will be responsible for greeting and directing them to the appropriate areas. Additionally, you will assist with various administrative tasks and support the overall operations of the office.

The ideal candidate for this position is friendly, approachable and detail oriented. You should have excellent communication and organisational skills, as well as the ability to multitask and prioritise tasks effectively.

Main Responsibilities

Provide a warm and efficient welcome to all colleagues.

Manage the visitor registration process.

Streamline the check-in procedures enhance the overall visitor experience.

Notify host and direct visitors to appropriate person.

Answer, screen and forward incoming phone calls.

Provide accurate information in person and via phone/email relating to the office environment to stakeholders.

Ensure reception area is tidy and presentable.

Support meeting room bookings in both set ups and technology support (working with IT as required.

Support post room function. Occasional cover as and when required, it is not expected to be a regular duty.

Proactive engagement with monitoring service levels of our service providers.

Proactive in suggesting improvements we could be making to the office environment and a willingness to take ownership of administrative duties.

Assist the Facilities Supervisor (UKI North) in supporting the general functioning of the office.

Take ownership of catering bookings and order other food services as required by the office.

Take ownership of Front of House calendars and meeting room bookings using Condeco and Outlook.

Set up meeting rooms.

Liaise with IT and Maintenance departments to solve issues when required.

Order front office supplies and keep inventory of stock.

Assist with booking taxis and other reasonable requests.

Process and report on purchase orders and invoices.

Perform other clerical receptionist duties such a filing, photocopying and expenses, newspaper subscriptions, TV License and any other requirement within capabilities.

Actively engage with office stakeholders in developing workplace experience.

Deputise fully for the Facilities Supervisor when absent from the office.

Provide support to other offices in Manchester, Leeds and Dublin.

Other ad hoc admin duties.

The ideal candidate will have:

Previous experience in a customer service or administrative role preferred.

Excellent verbal and written communication skills.

Strong interpersonal skills and ability to interact with individuals at all levels.

Ability to multitask and prioritise tasks effectively.

Proficiency in Microsoft Office suite (Word, Excel, Outlook).

Ability to maintain confidentiality and handle sensitive information.

Professional appearance and demeanor.

Macro is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all the criteria below, please apply as you may still be suitable for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please do make us aware.