Receptionist bei Pantheon Ventures

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.