Office Administrator/Receptionist

Rugby

£25,000 - £30,000 per annum (depending on experience)

Monday – Friday – Office Hours, Onsite Parking

A competent Office Administrator/Receptionist is sought to ensure the smooth operation of our client's office. 

Duties

Administrative duties:

• Preparation of correspondence for Partners (manual & online correspondence)
• General Administration to support the team.
• Taking card payments over the phone
• Invoicing      
• Managing clients’ software subscriptions
• Liaising with clients and other professional contacts
• Client onboarding
• Maintaining excellent relationships internally and externally
• Booking training courses and travel arrangements as required
• Keeping data records maintained and updated
• Preparation of Letters of Engagement/Contracts to new and existing clients
• Professional clearance
• Administration duties to carry out identity checks
• Data Input importing information to Excel
• Assist clients to access communication software

Reception duties:

• Answering telephone calls and forwarding messages
• Greeting clients
• Incoming/outgoing post including scanning, printing and franking
• Monitoring & ordering office supplies
• Changing toners and drums in printers and photocopiers
• Errands including dropping off the post, banking, and drinks for meetings
• Petty cash
• Managing of manual records for books in & out, including contacting clients to collect records
• Maintaining banking spreadsheet, and sending out receipted invoices
• Arranging for tradespeople as required
• Liaising with the letting agent, including providing meter readings
• Organising social events

Skills required:

Experienced Administrator.

Competent User of MS Office.

Confident using technology in the execution/delivery of administrative duties.

Experienced working with Document Management Systems and/or CRM Systems.

Practice Management Systems desirable – but not essential.

Ability to work unaided.

Multi-tasker – working in a varied role in both Administration & Reception.

Good Customer Services and Client Facing skills.

Used to working in a small, fast paced, busy team.