Front of House /Office Coordinator/PA
£36,000-£40,000 plus excellent benefits
Excellent opportunity for a Front of House/Office Coordinator/PA to join this prestigious High Net Worth Investment Firm situated in the West End
A part of this role will be to act as an Ambassador to all Senior Investment clients entering the company, providing an excellent, first class, welcoming support always
This is varied and busy role that will incorporate Front of House, Facilities/Office coordination and PA Secretarial/Administrative support.
" Front of House Reception
" Always Providing a first-class reception service
" Meet and Greet all Clients and visitors at Reception, showing them to their assigned meeting room and offering refreshments
" Provide support with regards to video conferencing when required, making sure everything is set up in time for meetings
" Support with Printing and binding of new presentations ready for scheduled meetings
" Support the Client Services and Marketing team with ad-hoc tasks when their team's Client Associates are working at capacity.
" Deal with all postal duties for the Management Team, handing confidential documents
" Order stationery and other office supplies from the Firm's preferred stationery suppliers to ensure adequate stocks are maintained and best value is achieved where possible.
" Ensure that the stationary and other storage areas are tidy and organised
" Order office supplies and stationary requests
" Deal with expenses, credit cards and reconcile the receipts against credit card statements
" Support IT users with their IT queries either by directing them to the IT Helpdesk or liaising with members of the team
" Arrange collection of old IT equipment that is no longer required with a reputable IT equipment recycler. Keep an inventory of spare PCs and other equipment and ensure there is a reserve supply.
" Provide an office induction for new starters as directed by the Operations Director to ensure that any new starter can access and use their IT equipment and they know where the facilities, fire exits, and fire extinguishers are.
Building and Facilities/Office Maintenance:
Manage office cleaners on a regular basis, dealing with the cleaning rota and ensuring cover during holidays
" Liaise with the Facilities/building manager on various maintenance issues that are the responsibility of the landlord.
" Health and Safety Ensure that deliveries of office supplies and equipment are stored away promptly so they do not cause obstruction or become a health and safety hazard.
" Act as a fire warden during emergency evacuations and keeping all Health and Safety legislations up to date and deal with Fire Risk Assessments
" Provide First Aid support as required and maintain the validity of your qualification. Ensure that the First Aid kits are checked on a regular basis and restocked, as required.
" Organise PAT testing in line with the Firm's testing cycle and communicate with colleagues so it proceeds efficiently with minimum disruption to the business.
" Support with Diary Management for two Senior members of the team
" Organise meetings as required ensuring that invitations are emailed to participants in a timely manner, rooms are booked and prepared and guests are welcomed.
" Providing Administrative/Secretarial support when needed to include setting up meetings, organising travel and organising appointments
SKILLS AND EXPERIENCE
" Must Excellent communication skills
" Previous Front Line /Corporate Reception experience.
" Highly effective communication skills, both written and spoken.
" Effective administrative skills, demonstrates an ability to multitask effectively.
Competence user of Microsoft Office applications.
" A level or equivalent education standard.
" Experience of working in a client/ customer focused environment and understands the service expectations of a UHNW/ HNW clientele.
" Confident and welcoming when dealing with visitors and is customer orientated. Builds effective working relationships with others.
" Excellent communication skills both verbal and written. Produces work to a high standard of presentation, accuracy and attention to detail.
" Is calm under pressure and flexible enough to maintain effectiveness and focus during periods of peak workload.
Excellent working conditions and benefits