Job description

We are currently seeking a highly motivated and customer-focused Receptionist and Administrator to join our Client's firm of Solicitors. As the first point of contact, both in person and over the phone, you will provide a friendly, efficient, and professional service. This role requires excellent communication skills and the ability to multitask effectively.

This role will be Monday to Friday – 1pm to 5pm

Key Responsibilities:

• Answer all incoming calls promptly and professionally, directing callers to the appropriate person or voicemail according to established procedures.
• Take accurate and concise messages for calls that cannot be attended to immediately, ensuring all messages are promptly relayed.
• Log all visitors, general enquiries, and new business walk-ins into the computerised system.
• Greet and assist all visitors, notifying the respective staff members of their arrival promptly.
• Verify Anti Money Laundering (AML) documents for Conveyancing, ensuring accuracy before scanning.
• Prepare files for closing and archiving when necessary.
• Provide secretarial support and assist with typing and document production for Fee Earners, including filing and photocopying.
• Offer administrative support to all departments as needed.
• Ensure all cash receipts brought to reception are checked, recorded, and handed over to the appropriate staff members. Follow the established cash handling procedures.
• Manage bookings for boardrooms and meeting rooms, ensuring availability and organising schedules.
• Maintain and update daily appointments, collecting information from electronic diaries.
• Keep reception area tidy and presentable, ensuring a welcoming environment for clients.
• Coordinate with the HR Manager to ensure continuity of cover, including providing support at other offices if required.
• Enter all incoming new enquiries received via phone, email, or in person into the CRM.
• Manage courier packages, ensuring they are logged, sent out promptly, and relevant notifications are saved in the case management system.
• Prepare outgoing mail and ensure timely delivery to the relevant boxes.

Knowledge and Experience:

• Previous experience in a similar customer-facing role.
• Familiarity with telephone systems and proficient use of phone system features.
• Strong keyboard skills and proficiency in using Outlook, Word, Excel, and preferably Tikit.
• Friendly demeanour with a clear and patient speaking voice.
• Team player with a flexible outlook and the ability to adapt to changing needs.
• Ability to maintain confidentiality and exercise discretion at all times.

If you are a highly organised and professional individual with excellent customer service skills, we invite you to apply for the Reception Administrator position.

Job Type: Part-time

Salary: £19,884.00 per year

Schedule:

• Monday to Friday

Work Location: In person