Receptionist / Administrator /

  • Part Time
  • Epsom
  • £12 per hour GBP / Year
  • Salary: £12 per hour

Website 19 West Street

Client Service Executive (Receptionist / Administrator)

Main Purpose of the Position:
We have a site of four office buildings. Two of which, offer flexible/serviced office space. We therefore need to ensure:
• The reception operates efficiently and smoothly dealing with callers and visitors in a courteous manner
• Provide an efficient switchboard for the Business and to assist the Commercial Manager in the general duties of the main reception and client services
• Actively promote the Business’s additional services to aid clients and improve bottom line income
• Triage any Business needs in the absence of the Commercial Manager
Job Profile Requirement:
• A high standard of presentation and effective, articulate communication is essential as the Client Service Executive is the first port of call for the business

Key Responsibilities:
Key Responsibilities Key Activities within each Area of Responsibility
Answering Telephone
• Ensure that all calls are directed to the appropriate person/client/company in a helpful and informed manner
• Calls to be answered as quickly and efficiently as possible, within 5 rings

Message Taking
• Ensure that all messages are forwarded as appropriate and this service re-billed to the client as per the service option charges

Meeting and Greeting
• Meet and greet visitors/contractors to the Business in a friendly professional manner

Stationary Ordering
• Order stationery and keeping stock control

Handling Queries
• Handle client queries in a professional and courteous manner
• There will be a need to liaise with clients to keep them informed of developments/activities
• Post to be sorted for delivery to clients Post in the out-tray to be franked Special deliveries, registered post etc. to be organised and re-charged through the billing system
Meeting Rooms
• Take bookings for the meeting rooms, record and bill accordingly. Ensuring if any changes to the boardroom bookings are made that the relevant people
are informed
• Ensure that booking forms are completed and T&C’s issued where appropriate • Help prepare rooms, providing teas and coffees where requested. Ordering of food and beverages for client meetings and events and recharging where necessary. Setting up audio visual equipment, AC and ensuring it is clean/presentable between hand overs
• Help promote meeting room service to internal and external clients/customers Assist the Commercial Manager in promoting this service and seeking to find new revenue opportunities
• Order necessary meeting room equipment using the correct company procedure and recharging where necessary
• Arrange for couriers and bill accordingly
Communal Areas
• To be kept tidy at all times including: reception, kitchens, toilets, corridors etc • Ensure that the contact list for clients is kept up to date monthly
• Typing and administration duties to be done as and when requested
• Liaise with accounts on invoicing and credit control for client fees and A/P
• Drafting and issuing new licenses for clients with and for the
Commercial Manager
• Tracking and ensuring that renewal dates are presented to the Commercial Manager 2 months before the completion date
• Issuing keys and fobs to the building and car park as appropriate
Building and Site
• Ensure the common parts of the buildings and site are clean and fit for purpose daily
• Liaison as and when required with the Cleaners and Facility Management

• As with the meeting rooms, there is a need to ensure that we are doing all we can to ensure that our clients are supported and that have a healthy pipeline of new enquiries
• There will be a need to keep online promotions updates
• Liaison with commercial agents
• Broadly exploring new potential opportunities
• To provide assistance to the Commercial Manager as required

Person Specification:
The following outlines the essential & desirable requirements needed for the role of Client Service Executive
Attributes Essential
Physical Presentation
Smart dress with a business-like appearance

Education and Qualifications:
A Minimum of 3 GCSE’s/CSE’s or equivalent, including English and Math’s Full experience of the Microsoft Office suite
Commercial Experience
Previous face to face customer role Experience of working in a team Familiarity with Microsoft Office software
Knowledge and Skills
Knowledge of basic office procedures
Excellent communication skills to relate to both team members and clients and visitors within the Business
Service Delivery
The ability to provide excellent customer service in an occasionally, busy and pressured environment
The ability to remain calm under pressure
Special Aptitudes
Strong ability to problem solve, delegate, multi-task, plan and organise
A strong communicator with a direct and open style
Enthusiasm and drive with evidence of “going the extra mile” coupled with strong client focus, a flexible and resilient attitude
Self-motivated Dynamic. Professional. Resilient. To always act professionally
Ability and willingness to work flexible hours as determined by the needs of the Business

Excellent telephone manner and ability to communicate clearly orally and in writing
Good command of the English language
Ability to convey information to individuals on the phone, by email and face to face
Ability to write standard memo’s, letters, and emails

All valid work permits for the UK
Permanent National Insurance Number
Workers Registration Scheme Permit (if applicable) – for all

Hours and Renumeration
The hours can be negotiated. We are requiring a minimum of 1 full day per week up to 2 days. Typical office offices are:
Monday – Friday 09.00-14.00/14.00-17.30 (There is a lunch break, depending on hours worked)
Hourly rate of £12.00
Holiday at 20 days per year pro rata
Please respond by email to with a covering email and CV.

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