Job Description

Overview

We are seeking a friendly and organised HR, Receptionist, Executive Assistant (EA) to join our team. As the first point of contact for our clients, you will play a crucial role in providing a warm welcome, assisting with inquiries, and ensuring the smooth running of the reception area. The ideal candidate will have excellent communication skills, a positive attitude, and a professional demeanour.

Key Responsibilities

Front Desk Management:

Greet clients, visitors, and staff with a welcoming and professional attitude. Manage the reception area to ensure it is clean and presentable at all times.

Telephone and Email Management:

Answer, screen, and forward incoming phone calls. Respond to or forward emails and messages to the appropriate staff.

Visitor Coordination:

Register visitors upon arrival, issue visitor badges, and notify staff of visitor arrivals. Maintain a visitor log.

Appointments and Scheduling:

Manage meeting room bookings and appointments. Coordinate with internal departments to schedule and confirm appointments.

Administrative Support:

Assist with administrative tasks such as filing, photocopying, scanning, and data entry. Support various departments with ad-hoc tasks as needed.

Mail and Deliveries:

Receive and sort daily mail, deliveries, and courier shipments. Distribute incoming correspondence and manage outgoing mail.

Customer Service:

Address basic inquiries and direct more complex queries to the appropriate department. Ensure customer satisfaction by providing a high standard of service

Additional Responsibilities:

Assist with the administration of various HR processes, including recruitment, onboarding, employee records management, and offboarding Draft minutes and HR documents/Letters. Support Line Manager in the coordination of Executive administrative activity
o Handling daily administrative and HR duties

o Assisting managers with recruitment, record maintenance, and payroll processing

Coordinate and schedule interviews, assessments, and background checks Screening resumes, scheduling interviews, filing employee paperwork, creating reports, and answering employee questions, Handle employee inquiries regarding HR policies, procedures, and benefits Assist with the preparation of HR documents, reports, and presentations Support the implementation of HR programs and initiatives Managing HRIS, , administering benefits, scheduling onboarding tasks, maintaining records, and acting as a point of contact for employees, conduct data entry and maintain accurate records in HR databases Collaborate with cross-functional teams to ensure effective communication and coordination
o Arrange Staff events to celebrate successes

Qualifications:

Languages:

Fluent English (writing and speaking skills)

,

Italian (speaking skills desirable but not essential)

Education:

High school diploma or equivalent

Experience:

Previous experience as a receptionist, front office representative, or in a similar role is preferred.

Computer Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (e.g., printers, copiers, phone systems).

Communication Skills:

Strong verbal and written communication skills.

Organisational Skills:

Excellent time management skills with the ability to multitask and prioritise tasks.

Professionalism:

A friendly, approachable personality with a professional appearance.

Key Competencies:

Customer service orientation Attention to detail Reliability and punctuality Ability to work independently and as part of a team Problem-solving skills

Working Hours:

Monday to Friday, 9:00 AM - 5:00 PM

Benefits

Company pension Free parking Private Medical Heath cover (upon passing probation) Yearly Bonus (upon passing probation)

Work Location

In person

Job Types: Full-time, Permanent

Pay: From 24,000.00 per year

Benefits:

Free parking On-site parking
Schedule:

Day shift Monday to Friday
Language:

English (preferred)
Work Location: In person