Receptionist & Team Assistant

ABOUT YOU

You’re energetic and collaborative, someone who does not accept things as they are ‘supposed to be’, or ‘have been’ done. APAM is an original. We are market leaders and not followers. Together, we’ll create innovative solutions aligned with our clients’ objectives and needs.

WHY APAM?

• Dynamic, challenging, and interesting work
• Personal development and training opportunities
• Friendly, professional, and collaborative work environment
• Part of the Catella Group – network extends across Europe and Hong Kong
• WorkWell programme (wellbeing, charitable and engagement initiatives)
• Reward and Recognition Programme
• Fosters diversity and inclusion
• ESG framework and Responsible Investment process

ABOUT THE ROLE

We are looking for a person with a passion for Client facing Meeting and Greeting, proactive diary management, room and allotted time monitoring, administration and operations skills to join our fast paced, dynamic and friendly team.

Whilst you will be required to work independently with ownership for a number of varied duties, you will play an important role in our integrated team, where Property Management, Asset Management, Investment Management, Portfolio Management, Directors and Ops Management all work closely together.

This is a great opportunity for an individual to join a fast growing environment.

KEY ACCOUNTABILITIES INCLUDE

This is a 100% office-based role. To primarily provide and take ownership of Reception duties with generalist support in all areas to the Office & Team. Using forward thinking, energy and proactivity. The role is administrative and requires the job holder to adapt to deal with a variety of tasks including technical set up skills. Specific responsibilities include but are not limited to:

Receptionist:

• Responsibility and Oversight for the Preparation of Meeting Rooms – open daily & sometimes close, checking cleanliness & tidiness throughout the day and proactively set up in advance of each meeting.
• Responsible for co-ordinating the meeting room calendars - be the ’Go To’ for Meeting Room availability for the Team.
• Enter all guests onto the Building Managers Hub.
• ‘Meet and Greet’ all arrivals – offer refreshments and co-ordinate staff attendees.
• Responsible for IT set up of meetings and assisting team members & guests with this.
• Monitoring the Meeting Room IT equipment and ensuring it does not disappear after meetings have taken place.
• Maintain & stock Tea & Coffee point in Reception.
• Responsible for receiving and distributing Deliveries & co-ordinating Couriers.
• Being APAM’s switchboard – deal with all enquiries by phone...
• ...screen and direct calls, take and relay full clear messages
• ...provide information to callers
• ...deal with urgent issues immediately.
• Co-ordinate your daily breaks around the Meeting Room diary and the Operations Assistant.
• Co-ordinate your holidays with the Office Management team.

Office & Team Assistant as required:

• Working alongside and assisting the Operations Management Team in a variety of tasks.
• Providing Diary management and some PA assistance for members of the Senior Leadership Team. Including entering and updating contacts on Outlook and our CRM system.
• Assisting with booking and coordinating travel, this includes booking trains, flights, hiring cars for business travel and hotels for any team member.
• Preparing and overseeing suppliers and contractors on our Propman PO/invoicing platform.
• Helping with preparing documents - record keeping, data management and typing up letters and emails.
• Occasional formatting reports according to best practise and branding guidelines.

WHO WE ARE LOOKING FOR

Key Skills:

• Accurate and timely delivery of duties.
• Strong interpersonal and communication skills with a professional manner.
• Ability to work in a fast-paced team environment and support team members at all times.

Qualifications and Experience:

• Previous ownership of running all aspects of an Office Reception is desirable.
• Excellent knowledge and proficiency in Microsoft applications: Outlook, Excel, Word and PowerPoint.

SPECIAL REQUIREMENTS (e.g. travel, unsocial hours)

• Normal Hours of work for this role are 5 days a week 8.30 am – 5.30 pm based in the Company’s London office.
• Punctuality is key.
• Must be flexible and able to work extended hours as likely necessary on occasion.
• May be required to travel within the United Kingdom.