Join to apply for the Telephonist & Reception Coordinator role at 7IM
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Join to apply for the Telephonist & Reception Coordinator role at 7IM
Purpose
To ensure the professional management of the STORM telephony system; ensuring all incoming calls into the main 7IM & PWM switchboard (London & Edinburgh offices), are answered in a timely manner, routed correctly, and messages received are passed on accurately. Current calls are 1500-2500 per month (avg. 75-100 per day).
About The Role
Purpose
To ensure the professional management of the STORM telephony system; ensuring all incoming calls into the main 7IM & PWM switchboard (London & Edinburgh offices), are answered in a timely manner, routed correctly, and messages received are passed on accurately. Current calls are 1500-2500 per month (avg. 75-100 per day).
This role will also involve working alongside the Reception Manager to maintain 4 client meeting rooms, setting up and clearing rooms for large events, and supporting these events. Phone answering duties will be covered by the extended Office Services team in London. The role also includes providing daily administrative tasks, such as preparing client ‘welcome letters’ while covering phone duties.
The successful candidate will have a genuine caring manner and deliver high-quality service to clients and staff.
Responsibilities
1. Answer incoming phone calls professionally, creating a positive first impression of 7IM.
2. Provide monthly call statistics within 5 working days of month-end to the Head of Office Services & Facilities.
3. Analyze call trends and suggest improvements to enhance client experience.
4. Generate and send daily client ‘Welcome Letters’, including proofreading, printing, and mailing.
5. Handle incoming mail daily, including processing, scanning, and distributing, in collaboration with the Reception Manager.
6. Meet and greet external visitors and liaise with the relevant 7IM staff.
7. Assist with setting up and clearing meeting rooms during large events, including moving furniture as needed.
8. Support the setup of catered events for up to 50 people, including breakfasts, lunches, and occasional evening events.
9. Archive company documents and manage logs in Excel, including offsite storage.
10. Perform general office duties, such as ordering supplies and assisting with meeting room setups.
11. Provide cover for the Reception Manager during holidays or sickness.
12. Arrange travel in accordance with company policies and sustainability initiatives.
13. Assist visitors with directions, taxi bookings, and local amenities.
14. Maintain a tidy reception area with current literature and newspapers.
15. Undertake First Aid & Fire Marshal responsibilities as required.
16. Reconcile company credit card statements within 5 days of billing and submit to Finance via Proactis.
17. Complete monthly compliance and business conduct training modules.
18. Perform additional tasks as assigned by the Reception Manager.
About You
Knowledge
* Previous telephony and switchboard experience is preferred but not essential.
* Proficiency in Microsoft Office (Word, Excel, Outlook, Teams) is essential.
* Strong organizational, time management, and administrative skills.
Qualifications
* GCSEs or equivalent qualification required.
* Hospitality or Customer Service qualifications are desirable.
Skills & Other Information
* This is a full-time role based in the office, five days a week.
* Knowledge of Financial Services is beneficial but not mandatory.
* Ability to provide excellent service, present a professional image, and demonstrate superb telephone etiquette.
* Excellent communication skills, both oral and written.
* Proactive, confident, and adaptable in demanding situations.
* Team player with the ability to work independently and under pressure.
* Attention to detail and a self-starter attitude.
About Us
Not specified.
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