Executive Administrator

Job Description

My client are a high end company based in Mayfair looking for a dynamic Executive Administrator to go in and support their office. This is a fantastic opportunity to learn, grow and develop. This job description may evolve, and responsibilities and taskswill be discussed ongoing as the role develops. We hope that the individual will grow with us as we continue to grow as a company.Responsibilities includeReception

• Provide excellent customer service and ensure clients feel happy and supported during their working day.
• Greet tenants daily upon arrival and leave positive and warm impressions for anyone entering the building.
• Welcome all visitors and direct them to the appropriate person and floor.
• Ensure reception area is tidy, presentable and organised at all times.
• Receive, sort and distribute daily post and deliveries.
• Create close and trusting working relationships with each new client.
• Answer phone calls for my client and their virtual tenants and transfer where applicable or take messages accordingly.
• Programme fobs/access cards when requested.

Tenants

• Executive to provide day to day support to all tenants within the clients portfolio.
• Ensuring a 5* service to all tenants by responding to daily office & building queries and ensuring any maintenance requests are delivered to the facilities team in a speedy manner and continual updates are communicated back to the tenant.

Buildings & Facilities

• Driving visual standards by way of doing daily checks to ensure that the building not only looks to Business Cube standards but also is maintained and in full working order.
• Ensuring buildings are set up prior to any viewing.

Breakdown of duties:

• Carrying out daily building walks and filling out the checklist accordingly.
• Actioning any maintenance or facility issues immediately by informing Facilities Manager and updating maintenance list.

Team Communication

• Working as a team alongside colleague at the reception desk and sharing responsibilities and workload.
• Working as part of the Executive Team to ensure that you communicate your whereabouts at all times. This will help the rest of the team to coordinate phone calls being answered, deliveries, vistors and any urgent issues that might be occurring in a building.

Administration

• To make sure the Money Laundering Form & ID check is complete in dropbox before any new tenants move in - this is vital to our business.
• Ensuring all building documentation, including client directories and building handbooks, are regularly updated, correct and accessible via dropbox.
• Updating the CRM system, Operate, to log all client daily requests that incur additional costs they have agreed & recharging accordingly.
• Ensure security system, Net2, is up-to-date and creating reports when requested.
• Documentate client move ins by creating an office inventory for each company and having the client sign it off as soon as possible.
• Supporting new and current tenants from start to finish during the move in and out process by following the checklists.
• Supporting our Finance Director with fob/access card deposit returns by creating spreadsheets with this information for post move outs.
• Upload any building or client documentation to Dropbox to be accessible for the team.

This opportunity is being advertised by the Office Angels West End team.Thank you for your interest in this role. All successful applications will be contacted within 5 working days. Due to the high volume of applications we receive we do ask for your patience to wait to hear from the consultant rather than to call us directly.If you have not heard after 5 working days then unfortunately we were unable to consider your application on this occasion.Office Angels West End branch look after roles in the following locations and all areas in between: Oxford Circus, Oxford Street, Covent Garden, Tottenham Court Road, Euston, Regent Street, Piccadilly, Leicester Square, Camden, Bond Street, Marble Arch,Marylebone, Mayfair, Baker Street, Edgware Road, Regents Park, St Johns Wood, Primrose Hill, Paddington, Hampstead.Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.

Keyskills :
AdmingraduateReceptiondegree