Receptionist

About Citco:

Citco is a global leader in fund services, corporate governance and related asset services with staff across 80 offices worldwide. With more than $1.8 trillion in assets under administration (AuA), we deliver end-to-end solutions and exceptional service to meet our clients’ needs.

For more information about Citco, please visit www.citco.com

About the Team & Business Line:

We’re a family-owned business, not a faceless corporation. This personal approach informs every aspect of our customer service, where we develop long-lasting relationships with our clients. But we don’t stop there: we also build these same bonds among our own teams, too. Here, we’ve created a community where colleagues support one another and different departments help others succeed. And here, we’ve cultivated a culture where employees care about our company values and live them in their work. At Citco, this people-centric philosophy is the core of who we are-and it shines through in everything we do, every day.

Position Overview

The position of Receptionist is very much the focal point of the business and the first point of contact for all internal and external Clients either visiting our offices or contacting us by telephone, so it is imperative that their first impression is one of courtesy, efficiency and of a high standard. This is a shared position and the responsibilities include:

Reception:

• Manage and log guest passes ensuring they are returned and chase when necessary

• Manage admin requests received via receptionlondon email and distribute tasks accordingly

• Greet clients/guests and escort them either directly into the suggested meeting room or the oval space

• Offer refreshments to clients / guests

• Answer telephone, take messages and email them promptly to recipient

• Ensure the Reception area is kept clean and tidy at all times

• Ensure Social Area is kept clean and tidy at all times

• Load and empty Social Area dishwashers, when required, throughout the day

• Assist with facilities or IT-related issues where possible, escalating to the relevant teams as needed

• Assist with dining reservations and book restaurants as requested

• Assist with travel and hotel reservations for both London based and visiting staff as needed

• Order weekly groceries

• Order kitchen and office supplies

• Complete morning kitchen checks, replenishing stock where necessary

• Monitor stationery supplies ensuring continuous supply. Order, unpack and distribute supplies accordingly.

• Organise and distribute office mail

• Ensure desks are booked on SeatKo booking tool for all travellers to Citco London office

• Book domestic and international couriers on request, charging to appropriate Citco business entity account.

• Provide additional support to the Front of House team when requested.

Meeting Room Preparation and Management:

• Check meetings on CitcoPortal and enter meeting room bookings as requested - resolving any conflicting diary agendas across all business entities

• Prior to each meeting ensure meeting rooms are ready for visitors and stocked with appropriate refreshments

• Ensure meeting rooms are cleared immediately after meetings

• Prep and keep supplies readily available in meeting rooms in case of any last minute requests

Mail Management:

• Frank post at end of day ready for collection

• Record post and courier mail

• Book couriers for London/UK/International destinations

• Monitor shipping material supplies and re-order when necessary

• Monitor credit on Franking Machine and re-credit when required

Events:

• Be available for breakfast briefings and events when required.

• EA/OM to direct when assistance required

• Support the event management team (CFS, Marketing or additional colleagues) with tasks when specified

• Assisting EA with Management and Board meetings/events, Hotel reservations, Catering requirements

Assisting the Front of House team - EA/OM:

• Assisting Front of House team with office and flat inventories and communicating when items are lost, damaged or broken

• Complete tasks allocated by Front of House team promptly and efficiently

• Manage staff queries and relay these to the Front of House team when appropriate

NOTE: This job description is not intended to be all-inclusive. The Employee may perform other related duties to meet the ongoing needs of the organization.

About You:

• Minimum of 3 years’ office administrative experience.
• Minimum of one year as receptionist in a professional office environment
• Ability to multitask and work under pressure
• Minimum of a High School Diploma; post-secondary education preferred
• Quick thinker, resourceful with problem solving abilities
• Proficient in the use of Microsoft Office Suite with an emphasis on Word, Outlook and Excel
• Demonstrated accuracy, attention to detail and ability to work quickly and to tight deadlines
• Trustworthy; maintain confidentiality when working with sensitive data/information

Skills and Behaviors You'll Bring:

Building Future Readiness - Demonstrates resilience by adapting well to change and is committed to improving knowledge and skills for the future.

Delivering Client Excellence - Partners with internal and external clients to understand needs, develop solutions and deliver an excellent client experience.

Problem Solving & Decision Making - Demonstrates Data Literacy to analyze issues, identify practical solutions, and make informed decisions while taking responsibility for outcomes.

Building Relationships - Builds trusted relationships in an inclusive way. Positively influences outcomes while strengthening working relationships.

Emotional Intelligence - Demonstrates self-awareness in identifying emotions, understanding triggers, and choosing appropriate behavior for the circumstance. Recognizes when biases may be impacting decisions. Seeks to understand and empathizes with others’ emotions and perspectives.

Managing Risk - Commits to protecting Citco by being aware of internal and external risks, thinking ahead to understand how those risks could affect people, processes or outcomes. Takes proactive steps using sound judgement to support safe and effective decision making. Values and promotes a strong risk culture.

AI & Digital Literacy - Demonstrated ability to leverage AI-powered tools and evolving digital technologies to enhance productivity, efficiency, and quality of work

Learn more about Citco's expected skills, behaviors, and the hiring process at Careers FAQ

Our Benefits

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.