Client Services Supervisor

The Reception and Client Services department

• This is a fantastic opportunity to join our market leading, Reception and Client Services department that provides high-quality advice to private and commercial clients.
• The department comprises of Reception and Client Services Manager, Reception and Client Services Supervisor, Client Receptionist, and a Client Hospitality Assistant.
• This role will support the Reception & Client Services Manager, ensuring that all visitors and clients are greeted in a warm and professional manner and that all reception areas operate a high-quality service at all times.
• There will also be the need to carry out Reception and Client Services duties alongside team management responsibilities.
• For example, greeting clients and visitors, maintaining the diary and meeting room bookings, ensuring meeting rooms are prepared for meetings and events as well as answering calls to reception promptly and professionally.

Role/Responsibilities

• Line management of the reception and client services ream.
• Lead, monitor, motivate and inspire the team; providing guidance and support to ensure the highest standard of client care when the Reception and Client Services manager is away from the office.
• Ensure the team provide a professional and friendly service and projects a positive and friendly imagine of the Firm.
• Take responsibility for quality assurance in the reception area and throughout the client floor to deliver an excellent service experience.
• Oversee regular checks of meeting rooms and client facing areas throughout the day to ensure: the Firm is presented to a high standard; that we are proactive in attending to any issues; and can be flexible to respond to last minute requests/changes in room requirements.
• Undertake periodic checks of meeting room credenzas to ensure they remain clean and tidy, with appropriate storage contents.
• Liaise with the Client Services Assistant to top up supplies as appropriate. Reporting to: Reception and Client Services Manager Department: Reception and Client Services Department Title: Reception and Client Services Supervisor
• Monitor and manage the workflow of the reception and client services team in order to ensure that resources are allocated appropriately.
• Coordinate rotas, lunches, holidays and late cover for the team to ensure sufficient cover at all times when the Reception and Client services manager is away from the office.
• Oversee daily workflow to ensure meeting room requirements are met and managed.
• Ensure that daily and weekly checks of all meetings in the room booking system are undertaken to ensure appropriate set up/clear up time has been allowed for Client Services, General Office, IT and Marketing.
• Working closely with event hosts and PA to the Executive Board for external and a large internal event when the reception and Client Services manager is away from the office.
• To ensure all set up for the event is completed as per the Event checklist.
• To run through the event check list with both the reception and client service team to ensure that both teams have a clear understanding of the event and what is expected.
• Hold responsibility for meeting room management for AGM meetings when the reception and client services manager is away from the office.
• Place orders for meeting room catering and kitchen supplies, to include the client services kitchen, internal floor kitchens when the Reception and client services manager is away from the office.
• Ensure that the client services team undertake a monthly stock check of all client services equipment including crockery and glassware.
• A monthly stock check of any stationery supplies is carried out by the reception team.
• Record and report to Reception and client services manager any items that are requiring re-ordering.
• Review and authorise invoices and process all expenses claims in a prompt manner, when the reception and client services manager is away from the office and follow up accordingly.
• Ensure all regular suppliers and contractors contact details are collated, accessible by the team and updated when required.
• Ensure that information in all the systems (i.e. Condeco and switchboard) used by the reception and client services team is accurate and up to date.
• Oversee the switchboard operations, ensuring that telephone callers are greeted in a polite and courteous manner.

Please apply today for immediate consideration!