Receptionist
Pantheon has been at the forefront of private markets investing for more than 40 years, earning a reputation for providing innovative solutions covering the full lifecycle of investments, from primary fund commitments to co-investments and secondary purchases, across private equity, real assets and private credit.
We have partnered with more than 650 clients, including institutional investors of all sizes as well as a growing number of private wealth advisers and investors, with approximately $65bn in discretionary assets under management (as of December 31, 2023).
Leveraging our specialized experience and global team of professionals across Europe, the Americas and Asia, we invest with purpose and lead with expertise to build secure financial futures.
For further details please visit www.pantheon.com
Purpose of the Position
The Receptionist role will sit within the Administration & Office Management Team in our London office and provide support to a broad range of stakeholders.
As the first point of contact for clients, visitors, and staff, the Receptionist plays a key role for the Firm. This position requires a client-centric, professional, friendly, and proactive, individual who can co-ordinate front-of-house responsibilities efficiently while providing exceptional service and support across the business.
This is a full-time, permanent, role and will be based in our London office.
Reporting to: Office Services & Reception Manager
Roles & Responsibilities:
Front of House and Client Service
- Act as an ambassador for the Firm to both internal and external clients, ensuring all communication is clear, friendly, polite, and professional.
- Greet and welcome clients, visitors, and staff, in a courteous and professional manner.
- Maintain a tidy, presentable, and welcoming reception area and meeting rooms.
- Provide proactive and above-and-beyond client service to reflect the firm’s values.
- Telephony & Scheduling
- Answer and direct incoming phone calls to the appropriate staff or departments.
- Schedule client appointments and manage meeting room bookings using Condeco.
- Order taxis and lunches as required, including managing weekly Ocado orders.
Meeting Room Management
- Set up and clear meeting rooms for internal and external meetings, ensuring spaces are prepared to a high standard, tailoring to any requests.
- Monitor meeting room usage and ensure bookings are adhered to and adjusted as necessary.
Building & Facilities Co-Ordination
- Effectively manage building security and access, issuing and logging all visitor passes.
- Act as the main contact point for reporting maintenance issues, ensuring timely resolution and clear communication and progress updates with relevant parties.
- Foster strong working relationships with external suppliers (e.g. building contractors, the building manager, ground floor reception, cleaners, caterers, security, and couriers etc), and internal teams such as IT.
Mail & Deliveries
- Receive, sort, and distribute incoming mail and deliveries.
- Coordinate outgoing mail and manage courier services as needed.
Office Supplies & Inventory
- Monitor and order office food supplies and stationery, including business cards.
- Check deliveries on arrival, sort items, and arrange distribution.
- Liaise with vendors for stock replenishment or issues with office supplies.
Administrative Support
- Support administrative teams with ad hoc tasks as required.
- Maintain confidentiality and appropriately handle sensitive or client-related information.
Other Responsibilities
Undertake other reasonable ad hoc duties as they arise, contributing to the smooth running of the office.
Knowledge and Experience:
- Previous receptionist, administrative, or front-of-house customer service experience, preferably in financial services, professional services, legal services, or other corporate or professional office environment preferred.
- Familiarity with meeting room booking systems (e.g. Condeco) desirable.
- Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
- Experience liaising with multiple stakeholders and external vendors.
- Strong interpersonal skills and professional demeanour.
- Confident working independently and as part of a team.
- Excellent verbal and written communication skills.
- Organised, proactive, and able to manage multiple priorities.
- Calm and resourceful under pressure.
This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. You may be required to perform other job-related duties as reasonably requested by your manager.
Pantheon is an Equal Opportunities employer, we are committed to building a diverse and inclusive workforce so if you're excited about this role but your past experience doesn't perfectly align we'd still encourage you to apply.
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