Purpose: Responsible for delivering exceptional client service to both internal and external clients, ensuring a professional and welcoming experience. This role involves managing the reception area, coordinating boardroom usage, and assisting with additional bookings as needed.
Experience and Qualifications:
- Senior Certificate
- Minimum of 3 years’ experience in a Professional Services or Hospitality environment
- Proficiency in Microsoft Office (Word, Excel, Outlook)
Key Accountabilities:
Relationship Building
- Maintain the highest level of professionalism with all clients, both internal and external.
- Serve as a brand ambassador, representing the firm with a positive and welcoming demeanor.
- Greet clients warmly, direct them to the appropriate boardrooms, offer refreshments, and attend to their needs.
- Provide personalized service by understanding and catering to the preferences of returning clients.
- Build and maintain trusted relationships with staff at all levels, ensuring open and transparent communication.
- Cultivate strong relationships with vendors to guarantee quality service delivery.
Communication
- Communicate clearly and effectively through all appropriate channels.
- Announce client arrivals promptly and ensure messages are conveyed accurately.
- Follow up consistently to ensure seamless connections between internal and external clients.
- Professionally convey relevant internal messages as needed.
Managing Reception Desk, Client Liaison Desk, and Boardrooms
- Ensure all client-facing areas are well-maintained and presentable at all times.
- Confirm that all technical equipment in these areas is in good working condition.
- Coordinate with IT to ensure boardrooms are set up on time and according to specific requirements.
- Assist with ad hoc boardroom bookings.
Organisational Awareness
- Be well-informed about the firm's structure and services.
- Promote and embody the firm’s image, culture, and values.
General Administration
- Operate the switchboard when necessary.
- Provide general administrative assistance to both internal and external clients.
- Deliver cross-functional services as required.
Stakeholder Management
- Collaborate closely with all stakeholders, including the catering service provider and Business Services, to ensure optimal service delivery.
- Manage incoming and outgoing deliveries and documents efficiently.
Competencies:
- Adaptability
- Client Focus
- Initiative
- Interactive Communication
- Organisational Awareness
- Teamwork
- Work Ethics and Values
- Business Perspective
- Proficient Use of Information Technology
