As a Client Services Assistant, you will be the first point of contact for clients, visitors, and partners, ensuring a professional and welcoming atmosphere. Alongside your key responsibilities of maintaining the office and its functions, you will be instrumental in providing administrative support across our teams.
Responsibilities
Reception and Office Management
- Create a warm and welcoming environment, you will meet and greet our clients and other visitors to the office, ensure high standards are maintained in the reception area, and meeting rooms are fully prepared for meetings.
- Catering: provide refreshments for external visitors throughout their visit to our office, arrange catering as requested for larger meetings and maintain sufficient levels of general catering supplies.
- Events: coordinating and working with others on companywide events: liaising with venues and providers for client events, team events and Christmas party.
- Manage travel bookings across the company where required.
- Monitor office supplies inventory and maintain sufficient levels of stationary, office materials, and equipment.
- Liaise with office maintenance contacts as required (heating engineers/ alarm maintenance/ PAT testing/general maintenance).
- Own all aspects of office refurbishment and maintenance, liaising with partners and external contractors as and when appropriate – keeping logs of issues and ongoing services to offices e.g Office visits from.
- Run weekly test of fire alarm and monthly test of emergency lighting and utility meter readings.
Communications
- Answer all incoming calls for the business
- Manage, and distribute post through scanning, e-filing, ensuring each team is appropriately updated.
- Ensure evening post is franked and ready for pick up by 4.30.
- Manage communication regarding the office ‘comings and goings’ – ensuring all partners are aware of client meetings, developments around the office (such as PAT testing, IT site visits) and anything that may impact office working.
Client Teams
- You will be expected to collaborate with the wider client teams to provide backup support when necessary, including data inputting, calls to providers, client onboarding documentation and processing Letters of Authority (LOAs).
Apprenticeship
This role is an apprenticeship position where you will be studying towards your Business Administration Level 3 apprenticeship.
What you need to demonstrate
- • Good, clear communication with attention to detail.
- • Active listener with good problem-solving skills.
- • Professionalism and the ability to work independently or as part of a team
- • Desire to learn.
- • Passion for providing a great customer experience
- • Good digital skills to embrace the technologies within the business and become a super user of the systems.
- • Empathy and patience.
The successful candidate will enjoy a highly rewarding career working for an award-winning and progressive company that invests in their partners and values and rewards individual contributions.
