Reception Coordinator

Reception Coordinator, Administration Department

Location: Stepney Green, London, E1 4DT

Working Hours: Monday to Friday, 10:00am-6:00pm, Saturday 11:00am-5:00pm

Days Off: 1 weekday off in lieu of working Saturday

Salary: £24,000-£26,000 per annum, depending on skills, knowledge and experience

Working Arrangement: Fully office-based

Do you have previous experience in reception and administration? Available to start immediately or soon?

We are looking for a Reception Coordinator to join our busy Administration team and play a central role in coordinating general reception duties (30-40%) alongside administration duties (60-70%).

You will need to be confident, reliable, organised and accurate, with the ability to manage a varied workload in a busy office environment.

Your responsibilities will include:

• Meeting and greeting visitors, ensuring the visitor H&S log is completed and updated, and notifying the relevant departments of their arrival.
• Sending customer feedback emails and supporting the overall visitor experience.
• Answering and directing calls across various platforms, assisting tenants with general queries and appointment bookings, and directing them to the appropriate person or department.
• Assisting clients by explaining lettings processes, advising on documentation, taking payments, distributing and organisation of keys and communicating with the wider administration team.
• Assisting tenants with final account balance checks and outstanding end-of-tenancy payments.
• Sending relevant documents and information to landlords and tenants.
• Managing end-of-tenancy calls and emails, ensuring current tenants receive the appropriate instructions and key-return information in line with GDPR requirements.
• Completing relevant checks and documentation, ensuring the appropriate teams are kept informed and updating information on internal systems with accurate and timely information: other general administrative tasks as required.
• Notifying existing tenants when new tenants are due to move in and providing new tenants with welcome information.
• Carrying out weekly fire alarm testing, supporting general H&S procedures within the office.
• Monitoring the entrance and visitors, managing door-card issuance and ensuring appropriate Health & Safety signage is maintained.
• Checking office and kitchen stock, placing orders, monitoring their timely arrival and ensuring they reach the relevant departments or individuals.
• Receiving deliveries, signing for items and notifying or distribution to relevant departments via Teams
• Maintaining a clean, tidy and welcoming reception, kitchen and front-office environment.
• Managing daily and weekly coffee machine cleaning and stock requirements: includes purchasing daily fruit and milk.
• Supporting ideas and improvements to enhance the front-of-house experience.
• Providing additional support and flexibility during particularly busy periods, including staying later when required.

We are looking for someone who has:

• An excellent telephone manner and a strong face-to-face customer service approach.
• Previous experience in reception and administration, ideally with at least 2 years' relevant experience.
• Excellent computer skills and confidence using Microsoft Office, including Word, Excel and Teams, with the ability to learn and use other systems.
• Excellent written and verbal English communication skills, with the ability to communicate effectively with different departments.
• A confident and professional manner,