Reception Coordinator

Ad Warrior Ltd; Greater London; On-site; GBP 24,000 - 26,000; Full time

Job summary

Ad Warrior Ltd in Stepney Green, London, is seeking a Reception Coordinator to join the busy Administration team. This office-based role covers front desk duties, visitor management, calls and general administrative tasks.

You will be confident, reliable, and well-organised, capable of managing a varied workload in a fast-paced environment. Working hours are Monday to Friday, 10:00am-6:00pm, with Saturday 11:00am-5:00pm and 1 weekday off in lieu. Salary £24,000-£26,000 per annum.

Qualifications

• Previous reception and administration experience, ideally 2+ years.
• Excellent computer skills with Microsoft Office (Word, Excel, Teams).
• Excellent written and verbal English communication.
• Strong telephone manner and face-to-face customer service approach.

Responsibilities

• Meeting and greeting visitors, updating the H&S log, and notifying relevant departments of arrivals.
• Sending customer feedback emails and supporting the visitor experience.
• Answering and directing calls across platforms, assisting tenants with queries and bookings.
• Explaining lettings processes, advising on documents, taking payments, distributing keys and communicating with the admin team.
• Managing end-of-tenancy communications and providing instruction on key return and GDPR compliance.
• Sending documents to landlords and tenants as required.
• Updating internal systems with accurate information and performing general admin tasks.
• Notifying tenants about new arrivals and providing welcome information to new tenants.
• Carrying out weekly fire alarm testing and supporting health & safety in the office.
• Monitoring entrance/visitors, issuing door cards, and maintaining signage.
• Checking office and kitchen stock, placing orders and coordinating deliveries.
• Receiving deliveries and distributing them to relevant departments.

Skills

Telephone manner

Face-to-face customer service

English communication

Organised and reliable

Multitasking

Tools

Microsoft Word

Microsoft Excel

Microsoft Teams

Job description

Reception Coordinator, Administration Department

Location: Stepney Green, London, E1 4DT

Working Hours: Monday to Friday, 10:00am-6:00pm, Saturday 11:00am-5:00pm

Days Off: 1 weekday off in lieu of working Saturday

Salary: £24,000-£26,000 per annum, depending on skills, knowledge and experience

Working Arrangement: Fully office-based

Do you have previous experience in reception and administration? Available to start immediately or soon?

We are looking for a Reception Coordinator to join our busy Administration team and play a central role in coordinating general reception duties (30-40%) alongside administration duties (60-70%).

You will need to be confident, reliable, organised and accurate, with the ability to manage a varied workload in a busy office environment.

Your responsibilities will include:

• Meeting and greeting visitors, ensuring the visitor H&S log is completed and updated, and notifying the relevant departments of their arrival.
• Sending customer feedback emails and supporting the overall visitor experience.
• Answering and directing calls across various platforms, assisting tenants with general queries and appointment bookings, and directing them to the appropriate person or department.
• Assisting clients by explaining lettings processes, advising on documentation, taking payments, distributing and organisation of keys and communicating with the wider administration team.
• Assisting tenants with final account balance checks and outstanding end-of-tenancy payments.
• Sending relevant documents and information to landlords and tenants.
• Managing end-of-tenancy calls and emails, ensuring current tenants receive the appropriate instructions and key-return information in line with GDPR requirements.
• Completing relevant checks and documentation, ensuring the appropriate teams are kept informed and updating information on internal systems with accurate and timely information: other general administrative tasks as required.
• Notifying existing tenants when new tenants are due to move in and providing new tenants with welcome information.
• Carrying out weekly fire alarm testing, supporting general H&S procedures within the office.
• Monitoring the entrance and visitors, managing door-card issuance and ensuring appropriate Health & Safety signage is maintained.
• Checking office and kitchen stock, placing orders, monitoring their timely arrival and ensuring they reach the relevant departments or individuals.
• Receiving deliveries, signing for items and notifying or distribution to relevant departments via Teams
• Maintaining a clean, tidy and welcoming reception, kitchen and front-office environment.
• Managing daily and weekly coffee machine cleaning and stock requirements: includes purchasing daily fruit and milk.
• Supporting ideas and improvements to enhance the front-of-house experience.
• Providing additional support and flexibility during particularly busy periods, including staying later when required.

We are looking for someone who has:

• An excellent telephone manner and a strong face-to-face customer service approach.
• Previous experience in reception and administration, ideally with at least 2 years' relevant experience.
• Excellent computer skills and confidence using Microsoft Office, including Word, Excel and Teams, with the ability to learn and use other systems.
• Excellent written and verbal English communication skills, with the ability to communicate effectively with different departments.
• A confident and professional manner,