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Overview
Our client is a financial advisory firm offering bespoke financial planning for senior medical professionals. They are currently looking for a Receptionist & Office Manager.
The Reception & Office Manager is the first point of contact for most external people, and it is their responsibility for that contact to be as positive as possible. The Reception & Office Manager will have a broad set of responsibilities which includes maintaining smooth day to day running of the physical office, supporting company activity/ events and creating a high-quality client experience.
Responsibilities
General
- Keep up to date with new product, technical or legislative changes within the marketplace.
- Comply at all times with the Compliance and Training and Competence Procedures of the firm.
- Comply at all times with the requirements of the Financial Services and Markets Act 2000, the Financial Services Act 2012 and the regulatory Principles, Rules and the Code of Practice for Approved Persons.
- Keeping up to date with financial products and legislation through continuous professional development (CPD), in line with the required rules.
Front of House
- Meet and greet visitors to the office, giving them a superb experience
- Co-ordinate meeting room bookings
- Ensure that rooms are dressed and ready for client visits
- Take the lead in developing procedures and offering a high-quality client experience.
Physical office space - Facilities
- Ensure that the office is well-kept, clean and tidy.
- Manage office supplies and consumables, such as stationery, kitchen and bathroom supplies.
- Manage and conduct risk assessments, maintain safety equipment and procedures, and co-ordinate the training of first aiders and fire marshals.
- Key figure in managing workplace incidents, should they occur.
- Oversee schedule of maintaining and improving office equipment, furniture and fixtures. For example, arranging servicing of air conditioning and fire safety equipment.
- Liaise with landlord/ building manager on day-to-day matters.
- Support the IT Manager with day-to-day issues e.g. replacing and maintaining workstation equipment, onsite equipment, such as AV equipment, networking.
Vendor Management
- Liaise with suppliers and vendors providing office services, and maintain good relationships.
- Oversee the provision of these services to ensure they meet expectations, monitor and drive improvements in performance.
- Conduct research and due diligence to select suitable vendors and alternatives when required.
Events & Marketing Support
- Support the marketing team, where possible, with the organisation of company events including staff and client entertainment.
- Support the running of internal staff events e.g. quarterly updates and social events.
- Assist marketing with the distribution of materials and campaigns, when required.
- Chasing and following-up enquiries from prospective leads and scheduling a follow up call for advisers.
Clerical responsibilities
- Day to day support for scanning, including incoming post, and arranging franking and courier of outgoing post
Requirements
- Good technical competence with CRM systems
- Very comfortable with technology
- Confident with external interactions
- Well organised and accurate
- High standards of ethics and integrity
