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Front Office Receptionist

1 month ago

Halifax, Canada MUFG Investor Services Full time

**Company Description**
Experience something Brilliantly Different with a career at MUFG Investor Services.

Who are we? In a nutshell, MUFG Investor Services is part of the Mitsubishi UFJ Financial Group, and we partner with over 480 loyal global investment firms to provide them with administration, asset services, banking and fund financing.

We’re in 14 global locations and provide an exceptional hub of Brilliantly Different talent to thrive.

As Front Office Receptionist, you’ll play a pivotal part ensuring a seamless and welcoming experience for visitors and employees alike, reflecting our Brilliantly Different workplace. First impressions count, therefore you must always maintain a high level of professionalism, ensure tidiness and general upkeep of the meeting room areas, ensuring they are set up correctly prior to usage, and assist with hospitality for in-house events. This role requires attention to detail and offers variety, you may be required to provide ad-hoc administrative support to senior colleagues. Working as part of our Global Real Estate team, you’ll work closely with colleagues in Facilities & Admin to support in the smooth running of the building and provide hands on assistance.

Key Responsibilities include, but not limited to:

- Professionalism: Always maintain a professional appearance and behaviour.
- Events & Meeting Room Management: Regularly check all meetings rooms for cleanliness and setup. After the completion of each meeting inform relevant parties to clean room, proceed to set the room back to standard. Ensure all meeting rooms have the same agreed set-up. Ensure all pre-booked meetings and their requirements are actioned (Video Calls, Presentation arrangements, catering arrangements, etc.). Re-arrange furniture setup according to meeting room need. Mention the features and amenities of the conference room when and if needed i.e., Wi-Fi password, assistance button.
- Technical Support: Provide basic technical support on Audio Visuals and assist with photocopies or printing if requested. Report any operational & technical problems that need to be resolved.
- Concierge and catering service: Provide local information and recommendations upon request. You may need to manage catering services and provide refreshments to visitors.
- Communication: Handle all telephone calls in a professional manner. Provide assistance to clients, visitors and staff concerning procedures/policies, building facilities, and any other information requested.
- General Administration: Handle couriers and post, check stationery stock, internet cables, adaptors, etc. Handle transportation requests i.e. taxi bookings and coordinate travel administration.
- Record Keeping and Access: Record clients/visitors’ names, arrival & departure time in the Logbook. Manage access cards for new joiners and add to access control system, delete leavers accordingly and dispose of access card. Quarterly reconciliation reports.
- Improvement: Attend regular meetings with Facilities & Procurement Manager to discuss any challenges, suggestions, and ways of improvement. Regular risk assessment walk-through of the office and report any issues to be addressed.

**Qualifications**
- Previous experience working within a front of house environment essential i.e. Hospitality Industry, and Professional Services. PA/Office Management beneficial.
- Experience handling multiple priorities at once and managing your own time effectively.
- Excellent communication and organisational skills essential for success in this role.
- Working knowledge of Microsoft Office (e.g. Word, Excel, Outlook).
- Fluency in English is essential.

**Additional Information**
What’s in it for you to join MUFG Investor Services?

Take a look at our careers site and you’ll find everything you’d expect from a career with the fastest-growing business at one of the world’s largest financial groups. Now take another look. Because it’s how we defy expectations that really defines us. You’ll feel that difference in all kinds of ways. Our vibrant CULTURE. Connected team. Love of innovation, laser client focus, and next-level LEARNING & DEVELOPMENT. Oh, and we really walk the talk when it comes to HYBRID WORKING.