Job Description

Since Aspen was founded in 2002, we have become a leading, diversified specialty insurance and reinsurance company. We respond thoughtfully and creatively to find the best outcomes for our clients and business partners through carefully-tailored solutions.

We believe the way we work is just as important as the work we do, and we are guided by our core values of respect, honesty, trust and professionalism.

Aspen is a great place to develop your career offering an exciting and challenging environment where achievement is rewarded.

The role

Acts as the heart of the workplace, providing personalized service to team members and visitors. Creates a positive, service-oriented environment, acting as the first point of engagement with visitors and team members.

Our Aspen Values are expected to be reflected in the delivery and performance of every role.

Key accountabilities

• Contributes to the preparation and implementation of the operational team plans to ensure these include operational considerations for delivery
• Determines own work priorities and activities in line with agreed plans to ensure the achievement of personal and team objectives. Ensures the customer is receiving service excellence and is satisfied with the customer's request.
• Develops the applicable file of services including seating charts, transportation resources, accommodations, catering, referrals, local business and organizations.
• Follows security and emergency procedures as defined for the property. Responds to emergency situations in a calm, efficient manner.
• Summons appropriate assistance and makes appropriate notifications in accordance with operating procedures. Provides day-to-day onsite support for a designated Aspen office(s), guiding task priorities to align with facilities strategy and customer priorities.
• Be the first point of contact for employees and guests such as arrangement of transportation & travel arrangements, office wayfinding, lobby appearance management, visitor volume tracking & reporting, reception services, and guest administrative support as needed.
• Assists on-site employees and visitors with questions, conference room/huddle room set up, and travel requests/expenses coordination.
• Ensures catering/food requests for meetings and conferences is ordered and placed.
• Act as a liaison for mechanical, maintenance, and other third party vendors that perform work at the designated Aspen office(s).
• Assist with management of supplies inventory.

Skills & experience

• Understands Aspen systems and procedures, filing systems.
• Awareness of Aspen and how the activities of own function/business area link to specific business objectives.
• Core reception/concierge/facilities management skills.
• Time and diary management.
• Proficient in MS Office applications; Word, Excel and PowerPoint).
• Strong interpersonal and communication skills. ·
• Ability to plan and manage own workload plus manage upwards.
• Able to work independently.
• Able to manage conflicting priorities to achieve deadlines.
• Strong customer orientation skills.
• Ability to collaborate effectively within a team environment.
• Strong attention to detail. ·
• Ability to work under pressure and to tight timescale.
• Extensive receptionist and facilities management experience within a corporate environment.
• Degree level education (or equivalent) is desirable.

At Aspen we know that having a diverse and inclusive workforce is good for our people, good for our business and good for the environments in which we operate. We therefore welcome applications from people which allows us to draw on diverse cultures, perspectives, skills and experiences.

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