The Front Office Receptionist/Executive is responsible for delivering a professional and welcoming front-of-house experience while coordinating the day-to-day administration and operation of the office. Acting as the first point of contact for clients, visitors, regulators, service providers, and other stakeholders, the role ensures a consistently high standard of client service while supporting the efficient running of the office and providing administrative assistance across the Group.
Working within a Corporate Services Provider, Trustee and Investment Services environment, the Front Office Executive plays a key role in supporting business operations and enhancing the client experience.
DUTIES AND RESPONSIBILITIES include
Front of House & Client Services
- Serve as the first point of contact for clients, visitors, regulators, service providers, and other stakeholders, always ensuring a professional and welcoming experience.
- Manage incoming telephone calls, emails, and general enquiries, directing them to the appropriate departments or individuals.
- Coordinate visitor access and ensure all visitors receive a positive and professional experience.
- Maintain reception, meeting rooms, and all client-facing areas to the highest professional standards.
- Coordinate refreshments and hospitality for visitors, meetings, and events.
- Build and maintain positive relationships with clients, visitors, suppliers, and colleagues.
Office Administration
- Coordinate the day-to-day operation of the office, ensuring a professional, organised, safe, and efficient working environment.
- Ensure reception, meeting rooms, kitchens, and communal areas are maintained to a consistently high standard of cleanliness, organisation, and presentation.
- Manage office stationery, kitchen supplies, refreshments, and general office consumables, ensuring adequate stock levels are always maintained.
Meeting & Event Coordination
- Manage meeting room bookings and ensure meeting facilities are prepared in advance.
- Coordinate meeting logistics, including room setup, audio-visual equipment, refreshments, and catering.
- Assist with the organisation of internal meetings, client meetings, Board meetings, and regulatory visits.
- Support the planning and coordination of company events, staff activities, training sessions, and corporate hospitality.
Document & Records Management
- Ensure documents are accurately filed, indexed, archived, and easily retrievable.
- Support document retention and archive management procedures, including secure storage and disposal in accordance with company policies.
- Handle confidential client and company information with the highest level of discretion and confidentiality.
- Maintain documentation in accordance with internal procedures and regulatory requirements.
EXPERIENCE
- Previous experience in a Front Office, Office Administration, Reception, Office Coordination, Administrative Support, or similar role.
- Experience interacting professionally with clients, regulators, suppliers, and other external stakeholders.
- Experience coordinating office facilities, suppliers, or workplace administration would be advantageous.
SKILLS REQUIRED
- Excellent communication and interpersonal skills with the ability to interact confidently and professionally with clients, visitors, regulators, service providers, and colleagues.
- Strong customer service orientation with a professional, approachable, and solutions-focused manner.
- Excellent organisational and time management skills, with the ability to prioritise and manage multiple tasks simultaneously.
- Ability to maintain confidentiality and exercise sound judgement when handling sensitive information.
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.
- Proactive, reliable, adaptable, and capable of working effectively in a fast-paced professional environment.
- Ability to build effective working relationships and collaborate across departments.
Send your CV to hrteam@fincotrust.com.