Front of House & Administration Coordinator

We are seeking a highly organised and professional Front of House & Administration Coordinator to join a busy financial services team. This is a varied administrative role combining front-of-house responsibilities with operational and client support duties. The successful candidate will play a key role in ensuring the smooth day-to-day running of the office while delivering excellent service to clients and internal stakeholders. This position would suit an individual with strong administrative experience, excellent attention to detail and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Reception & Office Administration
  • Provide a professional and welcoming reception service for visitors and clients.
  • Manage incoming telephone calls, emails and general enquiries efficiently and professionally.
  • Ensure reception coverage is maintained throughout business hours.
  • Coordinate meeting room bookings and visitor arrangements where required.
  • Order and maintain office stationery and supplies, ensuring appropriate stock levels are maintained.
  • Arrange business travel including flights, accommodation and rail travel in accordance with company policies.
  • Coordinate courier services and outgoing mail collections, including international deliveries.
• Post & Document Management
  • Open, sort and distribute incoming post on a daily basis.
  • Maintain accurate records of incoming cheques, certificates and other valuable documents.
  • Scan and upload documentation to internal systems in line with company procedures.
  • Manage returned mail and update client records where necessary.
  • Arrange secure storage and handling of documentation held within the office.
  • Coordinate document archiving and retrieval requests with external storage providers.
  • Arrange secure destruction of records in accordance with company policies.
• Client Services Support
  • Assist with maintaining and updating client information across internal systems.
  • Process administrative requests accurately and within agreed service levels.
  • Prepare client correspondence and supporting documentation.
  • Support the handling of account-related enquiries and requests.
  • Ensure all documentation received is reviewed and processed in line with established procedures.
  • Escalate issues or discrepancies promptly to the appropriate team.
• Operational Support
  • Support Operations, Client Services and other business functions with administrative tasks as required.
  • Maintain accurate records and management information.
  • Ensure all work is completed to a high standard with strong attention to detail.
  • Contribute to the continuous improvement of administrative processes and procedures.
  • Undertake training and development activities to maintain and enhance relevant knowledge and skills.

Skills & Experience

Essential

• Previous experience in an administrative, client services or office support role.
• Strong organisational and time management skills.
• Excellent verbal and written communication skills.
• High level of accuracy and attention to detail.
• Ability to manage multiple tasks and prioritise workload effectively.
• Proficient in Microsoft Office, including Word, Excel and Outlook.
• Professional and confident approach when dealing with clients and colleagues.

Desirable

• Experience within financial services, banking, wealth management or professional services.
• Familiarity with document management or CRM systems.
• Understanding of regulatory or compliance-driven environments.

Personal Attributes

• Proactive and self-motivated.
• Reliable and accountable.
• Flexible and adaptable.
• Strong team player with a positive attitude.
• Committed to delivering excellent client service.
• Able to work independently and use initiative when required.