Receptionist & Office Administrator - 12-month Fixed Term Contract

Your Role 

We are seeking a Receptionist & Office Administrator to join our London office support team. In this role, you will be integral to the experience of both our employees and our clients, taking responsibility not only for the teams you support but also for the space that we work in. 

You will thrive in a fast-paced environment where the key to success is proactivity and communication. You’ll be able to quickly acclimatise to our culture, adapt to our various leaders and navigate your way around our various resources and knowledge networks. The ability to juggle multiple short and long term deadlines is a must, as is continual prioritisation. You will be a natural relationship-builder, able to communicate with colleagues at all levels.

Please note, this is an in-person, in-office role at our incredible London office. Your working hours will be 8am – 5pm with a 1-hour unpaid lunch break. 

What You Will Do

• Reception, answering, screening and directing calls
• Meet and greet all visitors, offering assistance and providing refreshments as appropriate and managing the sign in process
• Tidy and maintain reception and lobby area
• Manage catering requests for meetings obtaining sign off and placing orders
• Monitor conference room schedules, making adjustments to accommodate last minute requests were necessary
• Receive post and packages and direct to correct individual
• Co-ordinate parking and loading bay use requests with building security and loading bay team
• Assist in the receipt and return of material samples
• Assist in the ordering of office wide stationery and Amazon business account orders
• Assist Marketing and Events Manager with furniture hire and catering requests.  
• Assist with event set up. (This will involve moving furniture with assistance and occasional O/T)
• Promote events happening within the office and facilitate participation
• Support the onboarding of new hires and conduct a facilities orientation
• Partner with your Studio Leaders to plan and act on business priorities, studio initiatives and longer term projects
• Raise job tickets with the building maintenance team to attend to issues relating to the lobby area (doors, lifts etc).

Your Qualifications

• Minimum of 5 years’ experience within a large professional services or creative environment
• Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism
• Excellent attention to detail and superior organisational and time management skills
• Strong verbal and written communication skills
• Sensitivity to confidential projects and information
• High standards and quick to take accountability for your team and space
• Ability to understand and promote our culture 
• Curiosity to know more about your colleagues’ work and purpose
• Energetic and positive in all that you do
• Flexibility and a willingness to get involved in areas that might be outside your core responsibilities 
• Experience in interacting with all levels of staff
• Ability to anticipate needs and operate proactively
• Flexibility to work occasional overtime
• A sense of pride in delivering warm, first-class customer service

This job description reflects the core activities of the role although there will be changes in the emphasis of duties as required from time to time.

Life at Gensler

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loans, pension and twice annual bonus opportunities. 

As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.

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NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and Affirmative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under appliccable regulatory laws.

Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with applicable regulatory laws.

Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.

Regarding Gensler’s approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email talentacquisition@gensler.com.