The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Facilities Assistant and Receptionist

Role Location: London, Aldersgate Street
Department: Administration
Employment Type: Full time

The Role & Key Responsibilities:

• Provide Reception duties and offer administrative/clerical assistance to all teams
• Ensure the reception area is always clean and presentable
• Develop and maintain an effective working relationship with Clients, your team and office colleagues
• To foster the spirit of teamwork and client service excellence and to co-operate with colleagues to promote an open and supportive environment.
• Carry out your duties in a diligent and professional manner and be flexible around the business to provide the best service and cover for reception.

The duties are varied and will include, but not be limited to those outlined below.

Reception

• Answer all incoming calls promptly and direct where necessary/ take messages
• Meet and greet visitors/client and escort to meeting rooms
• Prepare refreshments for clients on arrival
• Maintain reception area to comply with Apex clear desk policy
• Arrange Taxi’s for clients/visitors
• Maintain visitor log
• Meeting rooms
• Maintain Meeting room calendars and bookings for both floors
• Set-up and clear meeting rooms before and after meetings
• Arrange in-house lunches and refreshments when required
• Deliveries, Post and general tasks
• Receive, sign off on all office deliveries at ground floor reception and store away
• Receive and log Courier bookings, post and distribute/dispatch all post
• Send on Notaries to Notarial by email delivery and collection may be required on occasions
• Monitor and maintain milk & fruit deliveries, collect and distribute
• Ensure kitchens are kept tidy and well stocked daily on both floors
• Issue and control office entry Key Fobs and Building access cards.

Administration/Clerical

• Scanning documents
• Fill copiers with paper daily
• Responsible for allocation of lockers maintain and update spreadsheet
• Maintain Archiving schedule and deal with all requests
• Maintain and ensure all stationery cupboards are well stocked and kept tidy
• Take responsibility for the office clear desk policy as a whole
• Willing to attend training as First Aider/Fire Marshal/Health and Safety officer if needed
• Liaise with Office Manager on all aspects of office expenditure

Skills Required:

• Process all work in a professional manner
• Be smart, presentable and project a professional image
• Confident and well-spoken telephone manner
• Continual expansions of knowledge on the Companies procedures and business for personal development
• Ability to work under pressure
• IT skills to include Word, Excel, and Outlook

Hours of work needed 09:00 – 17:00, with 1 hour for lunch Mon-Fri. Extra hours maybe needed during busy times so flexibility required, other duties from time to time.

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.