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Our client has a vacancy for a Receptionist/Administrator to work full-time, Monday to Friday, 8.30 am to 5.30 pm (40 hours per week).
The role is an extremely important position as it is the primary point of contact for existing and potential clients, and visitors so first impressions are crucial. This role must always ensure client satisfaction by building good relationships through proactive communication, excellent service delivery and timely resolutions.
The Role
• Greeting clients and visitors face to face and providing support, ensuring colleagues are advised as soon as possible to ensure that clients aren’t left waiting in reception.
• Book clients in so that they have a record of who has arrived at the offices and who they are meeting.
• Answer all telephone calls via Microsoft Teams, quickly (ideally within 3 ring cycles) and courteously, directing calls to their destination without delay, ensuring that clients and visitors always have a positive experience and perception of the firm.
• Ensuring that accurate and detailed messages are always taken and emailed to the appropriate person in a timely manner.
• Manage the enquiries email inbox ensuring that all enquiries are dealt with in a timely manner and
passed to the appropriate person as soon as possible and in line with service commitments.
• Maintaining all meeting rooms and the general reception area ensuring that all items are replenished and refreshments always available. This also means that meeting rooms and the reception area must be kept clean and tidy at all times. Meeting rooms must be presentable for the start of each and every meeting and also clean at the end of each day, so they are always ready for the following morning.
• To carry out general administration responsibilities as and when this is required by your manager.
• To observe, record and monitor visitors/deliveries to the office alerting the Branch Manager of any
concerns.
• To maintain high security standards by the monitoring of visitors, site engineers, deliveries etc and
securing the offices on leaving the premises each day.
• To carry out general postal duties as and when this is required such as opening and preparing incoming and outgoing mail and organising courier deliveries.
• To maintain motor vehicle records in respect of all employee vehicles in order to contact individuals if there are any parking issues.
• Ensuring that all accidents are accurately recorded in the “Accident Book” and informing the Facilities Manager of any accidents that have occurred during the working day.
Requirements:
• Experience working as a receptionist in a customer facing role with administration experience.
• Good customer service experience with a willingness to always want to go that extra mile to help and support clients and visitors so that they always receive the highest standard of service possible.
• Excellent communication (verbal and written) and organisational skills with the ability to multi-task.
• A good knowledge of IT and telephony systems in particular Microsoft Teams.
• Ability to work accurately and in a timely manner meeting all deadlines.
• Ability to use own initiative and capable of working unsupervised.
• A positive “Can do” attitude.
• A willingness to attend the Milton Keynes office on the ad hoc occasions this could be required.
• Hold a full, clean UK driving licence and have your own transport.
DESIRABLE:
• Experience within a professional services sector preferably the legal sector.
• Experience of using multi-line switchboards.
Due to the large number of responses we receive it is not always possible to respond to every application straight away. Should your skills and experience be a match for this role, or any other vacancy we may have, we will normally contact you within 72 hours of receiving your application. If you wish to apply for further roles please do so.
