Client Services Assistant

The role will require someone who is highly organised, efficient and who enjoys getting the job done.

The job will include, but not be limited to:

Carry out all reception duties as required to include meeting and greeting visitors for client meetings, client dining, seminars, training courses and other events, liaising with meeting hosts and clients and following specific instructions for individual bookings and visitors.

Manage all room bookings efficiently and effectively via our online global room booking system (Engage).

Carry out regular floor walks in client area, and ensuring the meeting rooms are well maintained.

Organize corporate catering to include breakfasts, lunches, dinners and snacks as required. Coordinating with appropriate catering suppliers.

Liaise directly with IT and Business Services team to ensure all equipment is provided correctly and on time, then promptly cleared at the end of each meeting.

Managing incoming telephone queries/re-directing telephone calls. Responsible for ensuring all messages for clients and staff are passed on in a timely and professional manner, using good liaison and telephone skills.

Assist with visitor and meeting-related travel logistics, where required, including taxis, airport collections, hotel bookings and restaurant reservations, in line with firm processes.

Managing internal driver schedules and coordinating with external transport providers when required. On occasion assisting with ad hoc travel bookings through a dedicated travel management company.

Provide administrative support to clients and staff, as required, such as printing, copying, scanning, courier requests etc. Obtain work from meeting rooms when requested i.e. photocopying, typing and faxing and ensure that any documents/faxes left unattended are delivered to the appropriate individual.

Ensuring office lists are updated and maintained.

Responsible for ordering client area supplies such as courier supplies and toiletries.

Managing and reconciling petty cash.

Managing all post and couriers.

Ideally 2+ years’ customer service experience in a professional environment, with hotel or airline experience advantageous.

Strong client focus, with excellent interpersonal, telephone and communication skills and the ability to build relationships at all levels.

Highly organized and detail-focused, with strong administrative, prioritization and multi-tasking skills.

Able to work under pressure, meet deadlines and adapt flexibly to changing business needs.

Confident using Microsoft Office and able to learn new systems quickly.

Team-oriented, proactive and enthusiastic, with a commitment to delivering excellent service.

Experience supporting internal events or working in a professional services environment would be advantageous.

Willingness to work additional hours when required.