Senior Receptionist/Telephonist & Office Services Coordinator

7IM; Select (KY); On-site; USD 35,000 - 50,000; Full time

Job summary

7IM is seeking a Senior Receptionist/Telephonist & Office Services Coordinator to ensure exceptional client service and efficient management of the Front of House area. This mid-senior level position involves overseeing the reception team, managing telephony systems, and coordinating various office administrative tasks with a commitment to maintaining a professional environment.

Qualifications

• GCSE level or equivalent required.
• Desirable qualifications in Hospitality/Customer Services.
• Intermediate competence in Microsoft Word, Excel, and Outlook.

Responsibilities

• Manage Reception & Telephonist Coordinator role.
• Oversee telephony operations for main switchboards.
• Coordinate daily tasks for the reception team.

Skills

Organizational skills

Time management

Excellent communication

Proactive approach

Attention to detail

Education

GCSE level or equivalent

Hospitality/Customer Services qualifications

Job description

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Purpose

To manage and take ownership of the smooth and professional running of the Front of House area and 4 meeting rooms, whilst managing the daily Office Services administrative tasks. Delivering excellent client service that will create a memorable first and lasting impression of the company. This role will have a Telephonist & Reception Coordinator individual reporting into them and working alongside them.

About The Role

Purpose

To manage and take ownership of the smooth and professional running of the Front of House area and 4 meeting rooms, whilst managing the daily Office Services administrative tasks. Delivering excellent client service that will create a memorable first and lasting impression of the company. This role will have a Telephonist & Reception Coordinator individual reporting into them and working alongside them.

As the team senior, you will oversee the professional management of the STORM telephony system; ensuring all incoming calls into the main 7IM, PWM & Amicus (7IM Group) switchboard (London & Edinburgh offices), are answered in a timely manner, routed correctly and messages received are passed on accurately. Current calls are 1500-2500 per month (avg. 75-100 per day).

The key responsibilities listed below will be managed by this role and shared with the Telephonist & Reception 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.
  
  

About You

Knowledge

• 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.
  
  

Skills/Other Relevant Information

• Ability to provide 5-star service, which reflects the professional image of the Company, in this front of house role, through their appearance, conduct, can-do attitude and flexibility.
• Excellent oral and written communication skills.
• Strong time management skills
• Proactive approach with the ability to use own initiative.
• Able to participate and contribute as a valued member of the office services team.
• Ability to work under pressure and to remain focused.
• Excellent attention to detail.
• Ability to work autonomously.
• Previous people management necessary.
• A warm friendly individual with genuine care.
  
  

About Us

Not Specified

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Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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