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Receptionist/Office Administrator

  • Location: London
  • Sector: Secretarial
  • Salary: £27000 - £30000 per annum
  • Job type: Permanent
  • Date posted: 26/07/2018
  • Job reference: VW/260718
This vacancy has now expired.

Are you a pro-active Receptionist & Office Administrator seeking a unique and exciting opportunity within a niche wealth management firm? Would you like the opportunity to work with a fast growing, dynamic team? My Client is seeking to hire a Receptionist & Office Administrator

The duties of the post are varied and wide-ranging. They require someone with a flexible approach, good interpersonal and communication skills. The post-holder will have set tasks to carry out at certain points of the day and will need to be reactive and organised to carry out ad hoc requests. At times the office will be very busy and the post holder will need to take initiative on some tasks and carry them out without being asked. They will be expected to work and provide support to the Business Manager and there is scope for the role to develop.

The ideal candidate would be educated to A Level standard with the ability to deliver a high level of customer service, they will be expected to handle a wide range of administrative tasks with the ability to work independently with a minimum of supervision.

The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient with a high level of professionalism and confidentiality is crucial to this role. Excellent written and verbal communication skills and attention to detail are equally important.

Specific duties and responsibilities include:

 Meeting and greeting all clients and visitors to the firm in a warm, courteous and professional manner, offering food and beverages.

 Creating a welcoming environment for our guests, ensuring all client facing areas including, office reception and meeting rooms are presentable, safe and free of clutter at all times.

 Manage meeting room booking system, including requests, resolving clashes, owning pre-meeting preparation and post-meeting clear down.

 Answer phone within 3 rings, screen calls and take detailed messages which are passed on in a timely manner.

 Manage incoming and outgoing post on a daily basis, ensuring that the outgoing post is properly franked and ready for evening collection. Arrange couriers both nationally and internationally as required and maintain the requisite log.

 General housekeeping of the office. Ensure that the office area is well organised and free of clutter. Ensure that both floors of the office have sufficient stationery supplies and that the kitchens are well stocked.

 Responsible for the maintenance of all office functions, including but not limited to the office supplies, consumables, post and courier services and third-party supplies.

 Primary point of contact for our external suppliers, cleaners and building management.

 Responsible for expense submission for Partners.

 Arranging birthday cards for clients on a monthly basis.

 Responsible for new joiner set-up, including liaising with the Compliance and IT departments.

 Working closely with the Business Manager as required on office projects.

 Ad-hoc research re suppliers, holidays, presents, travel, accommodation etc.

 Ad-hoc assistance to the wider team, such as travel arrangements, purchasing gifts for clients, scheduling meetings, audio typing, filing and data entry.

Skills and specifications for the role:

 Well-presented, courteous and well spoken

 Communicates and acts in a professional manner at all times.

 Excellent interpersonal and communication skills including good telephone manner, with a good command of English written and spoken.

 Tactful, trustworthy, diplomatic. Must maintain confidentiality at all times.

 Be pro-active, resourceful and a problem-solver.

 Detail orientated with an accurate/methodical approach to work.

 Reliable, flexible and positive, hardworking and conscientious.

 Team player with experience of working in a team environment, able to identify and help others when required.

 Efficient time management skills to plan workload and prioritise accordingly.

 Capable of working autonomously and able to demonstrate initiative.

 Ability to stay calm under pressure.

Qualifications/Training

 Educated to A level or equivalent level or further with excellent English and Maths skills.

 Basic skill of typing is needed and touch type audio typing is desirable.

Experience and Knowledge

 Good knowledge of Microsoft Office Outlook is a requirement. A good knowledge of the other Microsoft Office suite programmes is not essential but desirable.

 Previous experience in a client facing position.

 Previous experience in an office environment would be an advantage.

Other

 Reliability and good time keeping.

 Flexible approach to work and willing to assist with other tasks as and when required.

 Happy to go the extra mile.

 Well-presented and able to be the 'face' of the company.

The base compensation per annum is contingent upon proven experience, in addition a discretionary bonus plan and competitive benefits plan is offered.

If you are interested, please apply online for immediate screening

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