22 Oct
Blake Morgan
City of London
To provide a first-class client care experience to all staff and visitors using Reception, Conference Suite and Facilities services in ourLondonoffice, ensuring both external and internal clients are treated as a priority and that high service delivery standards are consistently met.
Key Responsibilities
Facilities
- Dealing with incoming post opening, date stamping and sorting into teams.
- Scanning post, DX and hand or courier deliveries to fee earners.
- Scan incoming cheques to cashiering team and send via special delivery to the Southampton office.
- Franking machine tops, preparing and franking outgoing post and sorting DX post ready for collection.
- Any monies received for private postage is paid into the postage budget code.
- Scanning, binding and photocopying, ensuring attention to detail and accuracy whilst meeting deadlines.
- Ensuring the printers have paper stock and assist with minor printer issues (eg resolving paper jams, replacing toner cartridges).
- Assist with the stationery, print, cleaning and consumable supplies by ordering weekly/as and when required from our core list.
- Arranging courier services, as required.
- Print out cheques and deliver to fee earners.
- Carrying out archiving tasks including closing files, deeds and Wills and preparing them for collection.
- Undertake the process for retrievals arriving into the office to ensure we have received the correct stock.
- Carrying out tap flushing routines when necessary.
- Ad hoc duties, as required, to support the Office Supervisor.
Front of House
- Overviewing conference room bookings to ensure rooms have availability.
- Conducting daily quality checks and liaising with IT as required.
- Preparing meetings rooms to the layout required.
- Meeting and greeting clients and providing Wifi codes when necessary.
- Providing refreshments (including ordering/laying-out of lunches).
- Maintaining refreshment stock for meetings rooms.
- Clearing rooms and re-arranging the furniture.
- Reconcile catering invoices with booking forms, stamp and enter chargeable code and provide to Office Supervisor.
- Booking taxis, as required.
- Receive incoming calls and/or Reception calls.
- Carry out daily top ups and cleaning of the office coffee machine.
Skills / Experience Required
- Good spread of GCSEs (A*-C or 4-9) including English and Maths
- Experience in a Front of House / Client Facing / Reception position
- Positive, enthusiastic and pro-active approach
- Excellent organisational skills
- Ability to work as part of a team and use own initiative
- Knowledge of Microsoft packages
- Accuracy and attention to detail
- Flexibility in the duties of the role, and ability to cover additional hours when required
- Can do and will help approach
- Self-motivation and willingness to learn and improve
- Good communications skills
- Excellent client care approach
- To carry out the role of a Fire Warden following the completion of the necessary training
▶️ Facilities Assistant
🖊️ Blake Morgan
📍 City of London