RECEPTIONIST / ADMINISTRATOR - Maze Recruitment Services Limited : Job Details

JOB TITLE: RECEPTIONIST/ADMINISTRATOR - FRONT OF HOUSE

SALARY: £23,800 - £25,000

HOURS OF EMPLOYMENT: 8:30 am - 5:30pm Monday to Friday

BENEFITS: Excellent additional benefits

Our client is ambitious and poised for significant growth. They are looking for an experienced front-of-house receptionist with strong organisational skills and a commitment to delivering excellent customer service. We are seeking an individual who can manage reception duties efficiently, handle client interactions with professionalism, and maintain a welcoming atmosphere. If this sounds like you, we would love to discuss potential opportunities that match your skill et.

JOB DESCRIPTION:

• Greeting clients and visitors face to face and providing support, ensuring legal advisors are advised as soon as possible to ensure that clients aren’t left waiting in reception for [a long time/longer than 5 minutes].
• Book clients in so that we have a record of who has arrived at our offices and who they are meeting.
• Answer all telephone calls via Microsoft Teams, quickly (ideally within 3 ring cycles) and courteously, directing calls to their destination without delay, ensuring that our clients and visitors always have a positive experience and perception of our firm.
• Ensuring that accurate and detailed messages are always taken and emailed to the appropriate person in a timely manner.
• When answering the telephone, please ensure that the caller’s name, telephone number(s), company name (if appropriate) and email address are taken and sent to the legal advisor.
• Manage the firm’s enquiries email inbox ensuring that all enquiries are dealt with in a timely manner and passed to the appropriate person as soon as possible and in line with our service commitments. These messages may be new enquiries to the firm or existing clients and contacts; it’s really important that these are dealt with as soon as possible.
• Maintaining all meeting rooms and the general reception area ensuring that all items are replenished and refreshments always available. This also means that meeting rooms and the reception area must be kept clean and tidy at all times. Meeting rooms must be presentable for the start of each and every meeting and also clean at the end of each day, so they are always ready for the following morning. This will also include cleaning the coffee machines and washing up crockery and cutlery as and when this is required.
• To carry out general administration responsibilities as and when this is required by your manager.
• To observe, record and monitor visitors/deliveries to the office alerting the Branch Manager of any concerns.
• To maintain high security standards by the monitoring of visitors, site engineers, deliveries etc and securing the offices on leaving the premises each day.
• To carry out general postal duties as and when this is required such as opening and preparing incoming and outgoing mail and organising courier deliveries.
• To maintain motor vehicle records in respect of all employee vehicles in order to contact individuals if there are any parking issues.
• Ensuring that all accidents are accurately recorded in the "Accident Book" and informing the Facilities Manager of any accidents that have occurred during the working day.

PERSON SPECIFICATION:

• Hold a full, clean UK driving licence and have your own transport
• A minimum of 4 years’ experience working as a receptionist in a customer facing role with administration experience.
• Good customer service experience with a willingness to always want to go that extra mile to help and support our clients and visitors so that they always receive the highest standard of service possible.
• Excellent communication (verbal and written) and organisational skills with the ability to multi-task.
• Good knowledge of IT and telephony systems, particularly Microsoft Teams.
• Ability to work accurately and in a timely manner, meeting all deadlines.
• Ability to use initiative and be capable of working unsupervised.
• A positive "Can do" attitude.
• A willingness to attend our Milton Keynes office on ad hoc occasions could be required.
• Team working skills.
• A conscientious attitude with the willingness to be flexible working.
• Presentable.
• Ability to be assertive with a friendly approach.

DESIRABLE NOT ESSENTIAL:

• Experience within a professional services sector, preferably the legal sector.
• Experience in using multi-line switchboards.
• A First Aid qualification or willingness to undertake this training.
• A Fire Warden qualification or willingness to undertake this training

Our client offers competitive salary and benefits packages. Join their team of dedicated professionals and contribute to our mission of providing high-quality legal services to their clients.