Client Services Executive

We have an exciting opportunity for a Client Services Executive to join our busy Facilities team

 

You will be the first point of contact for both external and internal visitors to the office on our Reception. Our client services team provide a warm welcome and exceptional service to our clients, ensuring the reception, switchboard and catering run smoothly and professionally.

You will work as part of a team covering normal daily office hours and will be expected to work flexibly on occasions for breakfast meetings/seminars/conferences to meet business needs.

Reception

  • Greet all clients and visitors to the office and notify meeting host and any relevant parties of their arrival.
  • Liaise with and respond to email and verbal requests/queries from all clients (external and internal) in a prompt and professional manner.
  • Liaise with other receptionists, IT and Facilities teams to ensure the client floor is at a high standard at all times.
  • Provide basic administrative support for clients when required, eg printing, scanning, photocopying, etc.
  • Ensure the the reception area and client meeting rooms are well maintained at all times
  • Report any missing or damaged equipment to the Facilities team quickly.
  • Ensure holidays are covered and handover notes prepared to ensure a smooth transition.
  • Allocate temporary passes, maintain the passes log  and request return of passes.
  • For breakfast meetings/seminars

Meeting Rooms

  • Use online room booking system to reserve, move, amend, or cancel bookings, including catering and any Facilities and AV requirements.
  • Respond to all room booking requests and manage the allocation of meeting rooms/video conference services. When necessary, re-allocate meeting rooms in accordance with the meeting organiser’s original requirements and notify anyone involved (organiser, AV, catering etc) of any changes to their booking.
  • Liaise with booking holder to manage catering requests
  • Book and manage external catering bookings ensuring they are fit for purpose.
  • Check client meeting room set ups in advance, ensuring all equipment, catering and any other requests are provided according to the booking request.
  • Regularly check client meeting rooms for maintenance issues and alert the Facilities as necessary.
  • Maintain stocks of stationery for the client meeting rooms, placing orders where necessary.
  • Liaise with building reception regarding office hours visitor arrivals, special events and last-minute guests.

Switchboard Duties

  • Answer switchboard calls promptly in a warm but professional and confident manner.
  • Announce all callers to the receiving colleague.  Should it not be possible to connect the person,  take detailed information to pass onto the relevant departments timeously.

General

  • Assist the Facilities Supervisor and wider Facilities team with various tasks as and when required.

Anderson Strathern are an equal opportunities employer.  Our policy is to recruit, develop, nurture and retain a diverse workforce following the guidelines of the Equality Act 2010.

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