Reception Coordinator – Administration

City Rooms; Greater London; On-site; GBP 24,000 - 26,000; Full time

Benefits offered by this job

Discounts in shops/restaurants

Wellness access

Eye tests

Birthday day off

Christmas closure

Office parties

Job summary

City Rooms in Stepney Green, London is hiring for a permanent, office-based Reception/Administration role. You will meet visitors, manage the log, answer calls, assist tenants with queries, handle documents, payments and end-of-tenancy tasks.

Excellent written and spoken English and reliable customer service are essential. You should have at least 2 years in reception or administration, strong IT skills (Word, Excel, Teams) and the ability to multitask in a fast-paced environment.

Qualifications

• Reception or administration experience, or both
• Reliable with good written and verbal customer service skills
• Excellent telephone manner and communication skills
• Strong IT skills including Word, Excel and Teams
• 2 years established experience in reception and administration duties

Responsibilities

• Meet and greet visitors and manage the visitor log
• Answer and direct calls and assist tenants with queries
• Explain lettings processes and collect required documentation
• Handle payments, document distribution and end of tenancy tasks
• Maintain office H&S duties and stock, update systems and reports

Skills

Reception experience

Administration experience

Customer service

Microsoft Office

Tools

Microsoft Word

Excel

Teams

Job description

Location: Stepney Green, E1 4DT (This is a fully office based role)

Salary: £23,500 - £26,000

Vacancy Type: Permanent, Monday to Friday 10am to 6pm, Saturday 11am to 5pm (You will get 1 day off during the week to compensate working on Saturday)

Are you looking for a fresh challenge? Can you start at short notice?

You will play a central role in ensuring the smooth operation of their office administration tasks, from general admin, general reception duties and H&S duties. You need to have reception or administration experienced, or both and be reliable and with good written and verbal customer service skills.

Want more details about what you will be doing? Great - read on!

Meet and greeting visitors, ensure the visitor log is completed and advising departments on their visitor’s arrival, as well as sending customer feedback emails.

Receiving, signing and informing or distributing to relevant departments via Teams.

Answer and direct calls via various platforms and assist tenants with queries, booking appointments or directing them in as to speak to the relevant persons.

Assisting clients by explaining various lettings processes, collecting and informing them of what documentation is needed, taking any pending payments, distributing keys and feeding information back to the rest of the admin department.

Assisting tenants with final account balance checks and end of tenancy payments outstanding.

Send out various documents to landlords and tenants information requirements.

• Ensure that all end of tenancy calls and emails have been actioned to current tenants informing them of the relevant instructions & key return processes in line with GDPR before responding.

Complete relevant checks and documentation ensuring relevant teams are made aware, update all required systems to ensure other departments have updated information.

Notifying current tenants of new tenants due to move in and when, sending welcome email to new tenants.

Assisting in helping with key sorting of tags, labels and any other admin jobs assigned.

Health & Safety: testing fire alarm on a weekly basis, monitor entrance, deliveries, visitors, door card issuance, genera office H&S signs, any other general H&S duties needed.

Office and kitchen stock check and orders, buying the daily fruit and milk whilst maintaining the reception, kitchen as well as front office area.

Managing the coffee machine cleans, and stock order on a daily and weekly basis.

Supporting with ideas and improvements for the front of house area.

Be able to stay longer hours during the busy seasons if required.

Is your skill set?

Excellent telephone manor and face to face customer service aptitude is a must.

Great computer skill and knowledge of systems such as Word, Excel, Teams, Microsoft.

Excellent communicator in both verbal and written English.

2 years established previous experience in reception and administration duties.

Have a strong and confident nature, able to multitask and prioritise in a busy fast paced environment.

Have great time management and organisational skills

What we offer you!

A open plan vibrant office with music, and fresh fruit available every day.

Staff Benefits such as discounts in shops, restaurants, entertainment establishments, GP, Counselling and Wellness access, and regular paid for eye sight test.

Additional annual leave, and SSP top up pay accrued with length of service*

A day off for your birthday, and a wellness day off per year*

Company closure between Christmas to New Year*

Summer party as well as the annual winter party

(*terms & conditions apply)