My client, a leading London Law Firm are looking for an experienced Reception Coordinator to join their growing team.
Key Duties
- In the absence of the Reception and Client Services Manager, to motivate and provide guidance and support to the team to ensure the highest standard of client care and service.
- Ensure the team provide a professional and friendly service and projects a positive and friendly imagine of the Firm.
- Take responsibility for quality assurance in the reception area and throughout the client floor to deliver an excellent service experience.
- Oversee regular checks of meeting rooms and client facing areas throughout the day to ensure the Firm is presented to a high standard.
- Undertake periodic checks of meeting room credenzas to ensure they remain clean and tidy, with appropriate storage contents. Liaise with the Hospitality Co-ordinator to top up supplies as appropriate.
- Monitor and manage the workflow of the reception team in order to ensure that resources are allocated appropriately.
- Coordinate rotas, lunches, holidays and late cover for the team to ensure sufficient cover at all.
- Oversee daily workflow to ensure meeting room requirements are met and managed. Ensure that daily and weekly checks of all meetings in the room booking system are undertaken to ensure appropriate set up/clear up time has been allowed for Client Services, General Office, IT and Marketing.
- Working closely with event hosts and PA to the Executive Board for external and a large internal event. To ensure all set up for the event is completed as per the Event checklist.
- Hold responsibility for meeting room management for meetings, and internal departmental training. To include liaising with the organiser, compiling an event check list that is circulated to all the required business support teams in a timely manner. Follow up with the business support teams involved to ensure that all is clear on the event checklist as to what is expected.
- Place orders for meeting room stationary supplies and undertake a monthly stock check of any stationery supplies to ensure branded items are ordered in good time.
- Review and authorise invoices and process all expenses claims in a prompt manner.
- Ensure all regular suppliers and contractors contact details are collated, accessible by the team and updated when required.
- Ensure that information in all the systems used by the reception team is accurate and up to date.
- Oversee the switchboard operations, ensuring that telephone callers are greeted in a polite and courteous manner.
- Develop knowledge of the business, its partners and clients to ensure that enquiries are dealt with appropriately.
- Ensure that switchboard system is up to date according to the staff action forms received from HR.
- Ensure all faults are reported promptly to the IT department and monitored to resolution.
Apply today for immediate consideration!
