Job Description

Provide front of house service to include:

• • Answering the telephone, transferring calls, taking messages as appropriate.
  • Welcoming all visitors and directing them appropriately, notifying employee of visitor arrival.
  • Ensuring visitors signing in book is completed.
  • Offering/making refreshments.
  • Keeping the reception area tidy.

Post - incoming and outgoing:

• • Opening, scanning and distribution of incoming post.
  • Action incoming post per Account Manager instruction (i.e. Saving to client file, forwarding to client etc.)
  • Scanning and dealing with outgoing post, including arranging couriers.
  • Enter disbursements into our software for client post and courier costs.

General Administration:

• • Taking card payments as required.
  • Setting up meetings, including those for potential clients as requested, ensuring rooms are booked, diaries are updated, any required paperwork is prepared.
  • Acknowledge receipt of client records and scan to client file.
  • Contact clients to arrange the return of client records and maintain record return system.
  • Carry out weekly Fire Alarm tests and maintain/update log.
  • Scanning documents as requested and saving to the document management system.
  • Printing bulk fees (sending of invoices).
  • Prepare and send the new client welcome packs.
  • Quarterly electronic client surveys.
  • Purchase of consumables (stationery, refreshments etc.).
  • Data entry into systems as requested, including updating client details (i.e. Change of address, telephone number etc.).
  • Updates to website as required.

Required Knowledge, Skills, and Abilities

• • Experience in a similar role an advantage.
  • Experience using a cloud-based phone system an advantage.
  • Experience using Microsoft Office
  • Good organisational skills.
  • Ability to prioritise workload and meet deadlines.
  • Ability to work independently as well as part of a team.
  • Provide a welcoming and friendly environment both in person and on the phone to clients, visitors, and callers.
  • Professionalism and customer focus.
  • Excellent verbal communication skills are a must along with good written communication.
  • An eye for detail and accuracy