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The Role

The main responsibilities include but are not limited to:

  • Answering and transferring of telephone calls using RingCentral and handling callers in a friendly, professional and welcoming way
  • Providing an excellent first point of contact with existing clients, associates and with new enquiries
  • Ensuring all visitors to the office are greeted in a professional, warm and courteous manner and dealt with efficiently and professionally
  • Overseeing the running of multiple diaries, responding to Reception inbox email enquiries
  • Booking meeting room facilities for both internal and external meetings. Setting up meeting rooms, arranging refreshments, tidying rooms after meetings
  • Organising events, including providing in-house catering or sourcing external caterers
  • Booking couriers, setting up and managing conference and video calls
  • Reconciling departmental credit card statements and invoices
  • Ensuring hard-copy post is opened, franked and distributed/collected in a timely manner
  • Keeping excellent records, allowing expenditure and budgets to be confirmed and agreed
  • General housekeeping for the public areas, e.g. reception area and meeting rooms
  • Handling weekly food and beverage ordering, watering plants, topping up soap and towel dispensers in washrooms
  • General housekeeping for the staff kitchen, e.g. ensuring beverages and refreshments are topped up and dishwashers utilised
  • General administration, such as formatting and binding documents, shredding documents and checking printer paper levels
  • Arranging and booking travel within the UK and Europe
  • Organising and hosting in-house and external marketing events
  • Organising and scheduling attendance at UK conferences and overseas marketing trips
  • Supporting administration of social media and the CRM system
  • Ad-hoc support with marketing administration and production of marketing materials
  • Administrative support for Formalities, including data-entry and post.

 

Jobholder Requirements

The role holder will be able to demonstrate:

  • An independent approach to work. Uses initiative, is self-motivated and able to work autonomously
  • A natural flair with people, showing empathy, warmth and understanding
  • Positivity, proactiveness and curiosity to suggest improvements
  • Strong planning and organisation skills, along with a keen eye for detail and accuracy
  • Professionalism and confidentiality
  • Dependability, patience, consistency of approach and trustworthiness
  • The ability to multi-task and remain calm under pressure, including excellent time-management skills
  • Previous use of, and willingness to embrace, different forms of technology in order to carry out role effectively.

Why join us?

 Keltie is an exceptional Intellectual Property (IP) firm of c. 100 FTE, with a reputation for providing excellent client service to a range of small, medium and large clients around the world.  Chambers and Partners ranks Keltie among Britain's top ranked patent and trade mark firms and we are one of the fastest-growing IP firms in the UK, with offices in London, Cambridge, The Cotswolds, East Anglia, Dublin and Galway.

 

We offer a competitive market salary, 25 days holidays plus paid bank holidays, Group Pension Plan, Private Healthcare Plan, Life Assurance, Group Income Protection, season ticket loan, Cycle scheme, discretionary study support and study leave and social events.

 

To Apply

Interested? If so, please get in touch and tell us why you think we should meet. Please send your CV with a covering letter to hr.department@keltie.com

Continue reading about Receptionist Administrator - Full Time

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