Ocado Group is an equal opportunities employer and as such makes every effort to ensure that all potential employees are treated fairly and equally, regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age, disability or union membership status.

We now have an opportunity for a part time Receptionist and Hospitality Services Assistant, to join the team and ensure the smooth running of Ocado’s Hatfield Office reception. You will also be in charge of the meeting room suites, training rooms and all associated services on a rotating basis with other team members. Another responsibility will be overseeing the booking and delivery of all hospitality services ensuring a superior employee experience at all times. This is a part time permanent position in our Welwyn office. Working hours are 3pm-7pm Monday to Friday.

Receptionist Duties

• Greeting employees, clients and visitors advising on the needs and queries they may raise to the reception, ensuring that all interactions are completed to a high level of polite communication

• Ensuring that all clients and visitors sign in through our Envoy system, that the person(s) they are meeting is contacted in a timely and professional manner

• To ensure that service levels are maintained to the highest degree and particular attention is paid to client care to ensure that all visitors receive the highest quality of service and attention.

• Recording the departure of visitors on the computerised logging system (Envoy), ensuring the people within the buildings that are not Ocado employees is accurate and up to date.

• Controlling and maintain the security gates ensuring the safety and security of Ocado employees within the buildings

• Issuing daily contractor passes when needed to complete work within the buildings, ensuring this is signed off by the Ocado employee they are with.

• Supporting employees on issuing daily access passes when they have forgotten their passes, ensuring they have the correct access, that their “lost” card is deactivated for security and keeping records of which card is signed out to who.

• Creating security passes for all permanent Ocado employees, including taking and editing pictures, gathering information from other stakeholders and issuing the access needed for the employee to complete their role

• Issuing security passes to employees in all Head Office and Development Centres

• Taking full ownership of the reception and all associated areas, making sure that they are kept in the best possible order at all times, liaising with cleaners, facilities, security and other departments as deemed necessary.

• Working and liaising with the Front of House and Security Manager to assist in the review of existing standards and procedures while implementing new best practices to ensure a seamless delivery of all Front of House Services

• Completing training to ensure that a thorough knowledge of the computerised system used by the whole FOH team is obtained to ensure correct procedures are always followed and maintained

• Booking, maintain and auditing room bookings through the room booking system meeting employees requests where possible. Also to report and act on nonattendance of bookings causing room issues for other users.

• Completing daily meeting room checks of all rooms in the meeting and training suite rooms, ensuring that the correct stationary is present, that rooms are maintain to a high standard of tidiness and cleanliness

• Liaising with the Service Assistants daily regarding room sets ups needed, ensuring the correct layout is completed per meeting request in training rooms across all sites

• Working with the Audio Visual (AV) team on meeting room technology issues to ensure they are fixed quickly and effectively to not hinder any meetings

• Booking AV support for large meetings/events when requested

• Ensuring that all raid and/or dawn raid procedures are fulfilled and ensuring that all expected actions are fulfilled immediately and as directed by the company Legal and HR departments

• Manage any on the day booking requests from the desk and process any adhoc requests within the time limits stated in the SLA.

• Liaising with HR on the weekly new starter inductions and assist with necessary requirements

• To ensure that, when necessary, refreshments are made available to clients not just on arrival but throughout their time at Reception and presented within a timely manner

Hospitality Duties

• Being the main contact point for all hospitality requests at all Head Office and Development Centres

• Receiving hospitality requests, which must include a completed booking form per request, sending this to catering for approval

• Ensure all details for booking is correct and accepted by both Catering team and requesters, also that the request is received within the SLA of 48 hours before booking

• Maintain correct records of all catering bookings to be able to refer to these as the event takes place and for when re-charging happens

• Liaising with Hospitality and Catering team daily, to ensure that all requests are completed correctly

• Briefing both the catering and cleaning team on all events and pre-book additional cleaning when required for large events.

You may be asked to perform tasks as required by management deemed as a reasonable request. This job description is a summary of the typical functions of the role, not an exhaustive or comprehensive list of possible role responsibilities, tasks and duties and is subject to review. The responsibilities, tasks and duties of the job holder might differ from those outlined in the job description and other duties, as assigned, might form part of the job.

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