Reception - #2143714

Klipboard provides specialist software, services and support to deliver fully integrated trading and business management solutions to companies in the distributive trade – wherever they are in the world. With a unique depth of knowledge and experience in ERP/SaaS solutions, Klipboard has a wide range of clients includes wholesalers, distributors, merchants and retailers from small traders to multinational enterprises. Klipboard has offices in the UK, Ireland, The Netherlands, South Africa, Kenya and North America. Our mission is simple: to design and deliver high performance, integrated ERP solutions that enable our distributive trade customers to source effectively, stock efficiently, sell profitably and service competitively

Klipboard is a global, growing business that embraces AI and emerging technologies to enhance customer outcomes, collaboration, and continuous improvement. We’re looking for people who are curious about or fluid with AI, open to change, and excited to learn how technology can improve the way we work and help our customers which is always supported by strong human insight and communication.

Provide a professional, welcoming and well-run front of house service for the Leeds office, acting as the first point of contact for visitors, customers, suppliers and colleagues in person, by telephone and online. The role keeps day-to-day office operations running smoothly, including meeting rooms, refreshments, post, supplies, travel bookings and purchase orders, and supports the Facilities team with planned and reactive building activity. This is an individual contributor role focused on service quality, accurate administration, office readiness and a consistently positive first impression of Klipboard.

Key Responsibilities:

• Provide a professional front-of-house and office support service, ensuring a welcoming and efficient experience for visitors, customers, suppliers, and colleagues.
• Welcome and host visitors, managing sign-in procedures, security requirements, and site inductions.
• Answer, screen, and direct telephone calls, while managing shared mailboxes and incoming correspondence.
• Coordinate meeting room bookings, ensuring rooms are prepared, maintained, and utilised in accordance with company guidelines.
• Manage office refreshments and catering supplies, including coffee machines, snacks, and consumables.
• Arrange business travel, accommodation, taxis, and vehicle hire through approved corporate travel platforms, including the preparation of travel itineraries.
• Support the planning and delivery of internal meetings, events, and functions, coordinating logistics and catering requirements.
• Maintain office stock levels and order supplies in line with procurement policies and budget requirements.
• Raise purchase orders and assist with invoice queries and administrative purchasing processes.
• Prepare, format, scan, file, and maintain documents and records, ensuring accuracy and compliance with company standards.
• Coordinate incoming and outgoing mail, courier services, parcels, and deliveries.
• Support office facilities management by logging maintenance issues, liaising with contractors, and coordinating repairs through the Facilities team.
• Maintain reception, meeting rooms, and shared office areas to ensure they remain presentable, stocked, and ready for use.
• Handle confidential information, visitor records, and company documentation in accordance with data protection and security requirements.
• Escalate facilities, health and safety, or security concerns promptly and ensure issues are followed through to resolution.
• Build effective working relationships with internal stakeholders, suppliers, contractors, and service providers to support smooth office operations.
• Contribute to a positive, inclusive, safe, and professional office environment that reflects company values and culture.
• Identify and support improvements to office administration processes, including the effective use of approved digital and AI-assisted productivity tools.
• Provide administrative support and undertake additional duties as required in line with business priorities and the scope of the role.

Skills, Knowledge and Experience:

Required Qualifications and Experience

• Experience in reception, front of house, office administration or customer-facing support role.
• Confident and professional written and verbal communication skills with people at all levels.
• Strong organisation and prioritisation skills, with the ability to manage competing demands calmly.
• Accuracy and attention to detail in administration, records and document preparation.
• Ability to work independently, using judgement on when to escalate.
• Working proficiency with Microsoft Office applications.
• Discretion when handling confidential or sensitive information.
• Equivalent experience will be considered in place of formal qualifications.

Preferred Qualifications and Experience

• Experience of office or facilities coordination, including contractor and supplier liaison.
• Experience using a corporate travel booking platform, purchase order system or facilities helpdesk tool.
• Experience supporting internal events or meetings, including catering coordination.
• Awareness of health, safety and security procedures in an office environment, such as fire marshal or first aid training.
• Experience using digital or AI-assisted tools to streamline administrative work.
• Klipboard is embracing AI at pace across our products and ways of working. We’re looking for people who are curious about how AI can enhance productivity, decision-making and customer outcomes, and who are open to learning and adapting as this space evolves.

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