Receptionist and Office Administrator (12 month FTC)

Join Vonage and help us innovate cloud communications for businesses worldwide!

Why this role matters:

Supporting 200+ employees, the Receptionist will be based at the reception desk of our London office in EC2A, consisting of 32,000 sq ft across two floors in a shared tenancy building. Under the supervision of the Senior Office & Facilities Manager you will manage the daily office tasks and cover the reception desk to ensure it runs to a high standard of efficiency at all times. Your duties include general receptionist’s responsibilities, as well as a multitude of administration and physical tasks with a heavy focus on Health, Safety and Security. Key skills required to successfully manage this role include being proactive, able to prioritise and multitask and have clear and friendly communication skills.

** PLEASE NOTE; This role requires the person to work in our London office Monday-Friday, 8am-5pm - so when applying please consider and ensure you are comfortable working under this arrangement **

Your key responsibilities:

Front of House & Office Support

• Maintain a clean, welcoming reception area; greet visitors, manage calls, messages, and refreshments.
• Oversee access card distribution and visitor management.
• Provide support for meeting rooms, kitchens, stationery points, and general office tidiness.

Operations & Facilities Management

• Coordinate maintenance requests, cleaning, waste, and contractor activities, ensuring prompt issue resolution.
• Manage post, deliveries, and shipments; process purchase orders and contract renewals.
• Supervise Planned Preventative Maintenance (PPM), reactive maintenance, and compliance documentation.

People & Communication

• Support onboarding and offboarding processes, including equipment returns and storage allocation.
• Organise internal events and communications (emails, signage, Slack) to promote engagement.
• Act as primary contact in the Office Manager’s absence; train temporary reception cover as needed.

Health, Safety & Security

• Ensure compliance with UK Health & Safety regulations, maintaining fire logs and risk assessments.
• Serve as Chief Fire Marshal and First Aider; attend H&S meetings and maintain certifications.
• Manage access control systems, visitor records, and conduct periodic security and compliance audits.

What you'll bring:

• Experience working in a similar Receptionist / Office Administrator role 
• Exceptional attention to detail with proven ability to maintain accuracy when organizing documents, inputting data in alpha-numerical order and verifying information within office management systems, policies, records and spreadsheets.
• Strong record-keeping and filing skills. Experienced in creating, updating, and maintaining comprehensive filing systems (digital and paper-based) to ensure easy retrieval and audit readiness.
• Organisational and time management skills. Capable of prioritising multiple administrative tasks and maintaining methodical workflows.
• Proficiency with Google Suite applications (Doc, Sheets, Gmail etc) and/or other record management systems for document tracking and communication.
• Professional communication and Front Desk management. Experienced in greeting visitors, managing calls, and handling correspondence while maintaining a professional and organized reception area.
• Confidentiality and data integrity. Demonstrated ability to handle sensitive information with discretion and maintain compliance with privacy policies.
• Process improvement mindset. Proactive in identifying ways to streamline administrative processes, enhance accuracy, and improve office efficiency.

There’s no perfect candidate. You don't need all the preferred qualifications to make a valuable impact on our team. Our employees and customers come from diverse backgrounds, so if you're passionate about what you could achieve at Vonage, we'd love to hear from you.

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Who we are:

Vonage is a global cloud communications leader. And your talent will further help brands - such as Airbnb, Viber, WhatsApp, and Snapchat - accelerate their digital transformation through our fully programmable-based unified communications, contact center solutions, and communications APIs. Ready to innovate? Then join us today.

Note: The purpose of this profile is to provide a general summary of essential responsibilities for the position and is not meant as an exhaustive list. Assignments may differ for individuals within the same role based on business conditions, departmental need or geographic location.