Job Description
To provide a first-class client care experience to all staff and visitors using Reception, Conference Suite and Facilities services in our London office, ensuring both external and internal clients are treated as a priority and that high service delivery standards are consistently met.
Key Responsibilities
Front of House
* Overviewing conference room bookings to ensure rooms have availability.
* Conducting daily quality checks and liaising with IT as required.
* Preparing meetings rooms to the layout required.
* Meeting and greeting clients and providing Wifi codes when necessary.
* Providing refreshments (including ordering/laying-out of lunches).
* Maintaining refreshment stock for meetings rooms.
* Clearing rooms and re-arranging the furniture.
* Reconcile catering invoices with booking forms, stamp and enter chargeable code and provide to Office Supervisor.
* Booking taxis, as required.
* Receive incoming calls and/or Reception calls.
* Carry out daily top ups and cleaning of the office coffee machine.
Facilities
* Dealing with incoming post – opening, date stamping and sorting into teams.
* Scanning post, DX and hand or courier deliveries to fee earners.
* Scan incoming cheques to cashiering team and send via special delivery to the Southampton office.
* Franking machine tops, preparing and franking outgoing post and sorting DX post ready for collection.
* Any monies received for private postage is paid into the postage budget code.
* Scanning, binding and photocopying, ensuring attention to detail and accuracy whilst meeting deadlines.
* Ensuring the printers have paper stock and assist with minor printer issues (eg resolving paper jams, replacing toner cartridges).
* Assist with the stationery, print, cleaning and consumable supplies by ordering weekly/as and when required from our core list.
* Arranging courier services, as required.
* Print out cheques and deliver to fee earners.
* Carrying out archiving tasks including closing files, deeds and Wills and preparing them for collection.
* Undertake the process for retrievals arriving into the office to ensure we have received the correct stock.
* Carrying out tap flushing routines when necessary.
* Ad hoc duties, as required, to support the Office Supervisor.
Skills / Experience Required
* Good spread of GCSEs (A*-C or 4-9) including English and Maths
* Experience in a Front of House / Client Facing / Reception position
* Positive, enthusiastic and pro-active approach
* Excellent organisational skills
* Ability to work as part of a team and use own initiative
* Knowledge of Microsoft packages
* Accuracy and attention to detail
* Flexibility in the duties of the role, and ability to cover additional hours when required
* ‘Can do’ and ‘will help’ approach
* Self-motivation and willingness to learn and improve
* Good communications skills
* Excellent client care approach
* To carry out the role of a Fire Warden following the completion of the necessary training