Senior Receptionist/Telephonist & Office Services Coordinator

Responsibilities

• Manage the Reception & Telephonist Coordinator role, supporting the daily functions of the running of both services.
• Oversee the Telephony for the main 7IM/PWM London & Edinburgh switchboards, with the main Telephonist role reporting into you.
• Coordinate the daily tasks for the reception team and divide amongst both.
• In absence of the Telephonist, to cover the switchboard and manage incoming calls efficiently.
• Plan ahead to ensure that the phones and meetings/events are covered
• Meet and greet external visitors in a professional manner, liaise with the 7iM member of staff due at each meeting.
• Maintain the meeting rooms, ensuring that they are clean, fully stocked (pens, pads, coasters, etc) and set with refreshments/catering prior to the arrival of external guests (to include lunches when requested by the meeting host)
• Call handling (clear and concise message taking, passing messages on to the relevant individual in a timely manner and transferring calls to internal staff)

   

• Assist with the set up of large catered events up to 50 people for client/staff breakfasts & lunches and possible evening works on some occasions (rarely).
• Oversee Daily task of generating new clients ‘Welcome Letters’; includes creating letters, proof reading, printing and sending multiple letters daily.
• Arrange lunches for client meetings with external caterers and occasionally go out to purchase lunches for last minute lunch requests.
• Book couriers ensuring we maintain a low cost but efficient service (keep a log off all couriers booked)
• Responsible for the incoming and outgoing mail deliveries, ensuring a same day processing SLA of all incoming mail.
• Offer general help to all visitors where appropriate (i.e., book taxis, offer directions to nearest public transport/local amenities if prompted).
• Maintain a clean and tidy reception area at all time, ensure the most current literature is on display and newspapers/magazines are current.
• Maintain stock levels of the tea, coffee, and biscuits, ordering more stock as and when required.
• Document Editing – creating PDFs, printing, scanning, binding and supporting the business where needed with administrative tasks.
• Coordinating ‘New Starter’ Office inductions – Health & Safety tour of the office and arranging new starter passes and keeping a log of these.
• Super user for the company’s desk booking system (Condeco).
• Oversee monthly Credit Card Reconcilement for Princes Exchange.
• Coordinate the management of off-site storage recalls/submissions to ‘Restore’ when requested by the business.

   

• Raise Purchase Orders when required following the company procedure.
• Book travel – in-line with the company travel policy and sustainability drive.
• Assist other business areas when needed.
• Completion of monthly reception and Office Services stats for MI reporting, including telephone stats.
• Project work as requested by the business such as file management, scanning, recalling client data, etc.
• Cover sickness and holiday of your peer.
• Hold bi-weekly 1-2-1 meetings with you direct report (if necessary).
• Review existing procedures and look to implement new initiatives that would enhance service delivered.
• Manage all absence and holiday requests following company procedure. Other duties as reasonably required by your manager.
• First Aid & Fire Marshal roles will be expected to be undertaken by this individual.
• Regular Compliance & Business Conduct training modules to be completed on a monthly basis.
• Subscribe to 7IM’s VPV’s.

• Intermediate competence of Microsoft Word, Excel and Outlook.
• Excellent organisational, time management and administrative skills.
• Knowledge of Financial Services would be beneficial, although not essential.

 Qualifications

• Educated to GCSE level or equivalent.
• Hospitality/Customer Services qualifications are desirable.