Reception Coordinator Administration

Location: Stepney Green, E1 4DT (This is a fully office based role)

Salary: £23,500 - £26,000

Vacancy Type: Permanent, Monday to Friday 10am to 6pm, Saturday 11am to 5pm (You will get 1 day off during the week to compensate working on Saturday)

Are you looking for a fresh challenge? Can you start at short notice?

You will play a central role in ensuring the smooth operation of their office administration tasks, from general admin, general reception duties and H&S duties. You need to have reception or administration experience, or both, and be reliable with good written and verbal customer service skills.

Responsibilities include:

• Meeting and greeting visitors, ensuring the visitor log is completed and advising departments on their visitor’s arrival, as well as sending customer feedback emails.
• Receiving, signing and informing or distributing to relevant departments via Teams.
• Answering and directing calls via various platforms and assisting tenants with queries, booking appointments or directing them to the relevant persons.
• Assisting clients by explaining various lettings processes, collecting and informing them of what documentation is needed, taking any pending payments, distributing keys and feeding information back to the rest of the admin department.
• Assisting tenants with final account balance checks and end of tenancy payments outstanding.
• Sending out various documents to landlords and tenants as per information requirements.
• Ensuring that all end of tenancy calls and emails have been actioned to current tenants informing them of the relevant instructions & key return processes in line with GDPR before responding.
• Completing relevant checks and documentation ensuring relevant teams are made aware, updating all required systems to ensure other departments have updated information.
• Notifying current tenants of new tenants due to move in and when, sending welcome email to new tenants.
• Assisting in helping with key sorting of tags, labels and any other admin jobs assigned.
• Health & Safety: testing fire alarm on a weekly basis, monitoring entrance, deliveries, visitors, door card issuance, general office H&S signs, and any other general H&S duties needed.
• Office and kitchen stock check and orders, buying the daily fruit and milk whilst maintaining the reception, kitchen as well as front office area.
• Managing the coffee machine cleans, and stock order on a daily and weekly basis.
• Supporting with ideas and improvements for the front of house area.
• Be able to stay longer hours during the busy seasons if required.

Skills required:

• Excellent telephone manner and face-to-face customer service aptitude is a must.
• Great computer skills and knowledge of systems such as Word, Excel, Teams, Microsoft.
• Excellent communicator in both verbal and written English.
• 2 years established previous experience in reception and administration duties.
• Have a strong and confident nature, able to multitask and prioritise in a busy fast-paced environment.
• Have great time management and organisational skills.

What we offer you:

• An open plan vibrant office with music, and fresh fruit available every day.
• Staff benefits such as discounts in shops, restaurants, entertainment establishments, GP, counselling and wellness access, and regular paid for eyesight tests.
• Additional annual leave, and SSP top up pay accrued with length of service.
• A day off for your birthday, and a wellness day off per year.
• Company closure between Christmas to New Year.
• Summer party as well as the annual winter party (terms & conditions apply).

To Apply: If you feel you are a suitable candidate and would like to work for City Rooms, please don’t hesitate to apply.