Our client is looking for a Client Services Administrator to serve as the key point of contact for the firm's current and prospective clients, as well as visitors. As the initial representative, you will be responsible for creating a positive first impression. Your role is essential in ensuring client satisfaction by fostering strong relationships through proactive communication, exceptional service delivery, and prompt issue resolution.
Ideally, you will have at least four years of experience in a reception or customer-facing role, combined with administrative experience. You should be able to demonstrate excellent customer service skills and a willingness to go above and beyond to ensure that all clients receive the highest standard of service. The role requires strong written and verbal communication skills, along with organisational skills, attention to detail, and the ability to meet deadlines. You should also be capable of using your initiative and working independently.
As the role involves travel to offices in the Buckinghamshire and London areas, a full, clean driving licence is essential and the role will be fully office based with no flexibility around hybrid working.
The Firm:
Award-winning, multi-accredited and ranked in the Legal 200 and 500, our client is well-known as a fantastic firm to work for and with. Investing in internal talent and giving back to their communities, they have built an enviable reputation amongst peers and clients alike. Attracting clients and lawyers in all sectors, they provide commercially viable advice and support continued development and progression throughout their team.
Is this the opportunity for you?
- Knowledge of IT and Microsoft platforms
- Willingness to attend other office on the ad hoc occasions when required
- Experience in a professional services setting, ideally within the legal sector
- Familiarity with operating multi-line switchboards
- A First Aid certification or interest in pursuing this training
- A Fire Warden certification or interest in pursuing this training
- Proactive and able to thrive under pressure in a fast-paced environment
- Conscientious with a willingness to work flexibly
- Well-presented and professional in appearance
- Assertive yet friendly in approach
- Capable of working independently and using your own initiative
What will be expected from you?
- Greet clients and visitors in person and provide assistance, ensuring that legal advisors are notified promptly to prevent clients from waiting in reception for more than five minutes.
- Register clients upon arrival to maintain a record of who is visiting our offices and who they are meeting with
- Promptly and courteously answer all telephone calls via Microsoft Teams, ideally within three rings, and efficiently direct them to the appropriate recipient.
- Ensuring every interaction leaves a positive impression on clients and visitors, reflecting well on the firm.
- Ensure that accurate, detailed messages are consistently taken and promptly emailed to the appropriate person.
- When answering the phone, please ensure you collect all the relevant information (caller's name, phone number(s), company name (if applicable), and email address) and forward this information to the legal advisor
- Manage the firm's enquiries email inbox, ensuring all enquiries are promptly addressed and forwarded to the appropriate person. This includes new enquiries and requests from existing clients, so quick handling is essential.
- Maintain meeting rooms and the reception area by keeping them clean, well-organised, and stocked with supplies and refreshments.
- Ensure meeting rooms are presentable at the start of each meeting and cleaned at the end of the day, including cleaning coffee machines and wash dishes and cutlery as needed.
- General administration duties when required
- Monitor and document visitors and deliveries to the office, alerting the Branch Manager to any issues or concerns
- Uphold high security standards by monitoring visitors, site engineers, deliveries, and ensuring the offices are secured before leaving the premises each day
- Carrying out postal duties such as opening and preparing inkling and outgoing post and dealing with courier deliveries
- Maintain records of all employee vehicles to ensure individuals can be contacted in case of any parking issues.
- Ensure that all accidents are properly documented in the "Accident Book" and promptly inform the Facilities Manager of any incidents that occur during the workday.
What is on offer in return?
In return for your hard work and dedication the Firm offer many impressive incentives no include 24 days holiday, Non-Contractual leave (3 days over Christmas), Private Health, Benefits Hub, Mobile phone, and many other great benefits!
Please contact Mia Henderson quoting Vacancy Reference number: 36919, for more information.
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