Client Services Secretary

Job Ref: 145780
Sector: Administrators
Date Added: 07 June 2017

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Job Purpose - Client Services Co-ordinator/Secretary
· To have a client focused approach in a matrix structure. Clients are both external clients across industries e.g. Finance Sector, Insurance, International and Public Sector plus internal Consultants responsible for training design, delivery and sales
· To provide administrative support for all training interventions
· Assist the Relationship Managers in building strong client relationships resulting in increased client sales
· To take on ad hoc projects as and when required that will further support external clients and Consultants
· To ensure the smooth day to day running of the office
· To provide first point of contact with all office suppliers and contractors and maintain relationships therewith
Main responsibilities - Client Services:
· First point of contact for all clients and Consultants
· Scheduling consultants onto courses and/or client meetings and events
· Produce evaluation reports
· Produce client visit reports
· Ensuring that all of the sales leads (for new or existing clients) are dealt with correctly, supporting where appropriate
· Where appropriate, visit the client to put faces to names and also to develop and build stronger relationships
· Regularly update the Forward Bookings Register for sales records
· Main responsibilities - Facilities:
· Regularly liaise with Cleaners and Gardner/handyman
· Stationery monitoring to ensure supplies and stock levels are up to date and sufficient for business needs
· Produce and circulate weekly email for office rota and cover
· Post incoming and outgoing including courier packages, private postage service including monitoring of postage petty cash
· Overall responsibility for the checking and booking of all AV equipment
· Ordering of all cleaning and catering supplies for the House
· General Health & Safety responsibilities, including fire safety
· First point of contact for phone provider (Talking Business), local council, and Tenants
· Library maintenance
Team responsibilities:
· Managing Consultant diaries for all Client activities
· Message taking for each other and Consultants
· Check Consultant e-mails when they are on the road
· Ensuring all dialogue and correspondence with clients is logged on to CRM system
· Produce PowerPoint and Word documentation for clients
· Monitoring of Meetings rooms
· Adhere to IT housekeeping rules and policies
· Answering the telephone - adhering to the 3 ring policy
Administration - Client Services
· Complete purchase orders, kit lists, confirmation of bookings on CRM
· Book venue, travel/flights/accommodation for Consultants working in allocated clients
· Update workbooks or other course material
· Collate evaluation forms in agreed format to feed back to client
· Prepare invoice instructions for Finance
· Include all information on Excel forward bookings sheet
· Processing of Diagnostics (e.g. Belbin, Persona etc.) as required
· Administration - Facilities
· Complete purchase orders
· Completion of courier online booking system
· Complete monthly excel spreadsheet recording staff postage use
· Maintain diary for house and rota purposes
· Maintain library stock sheet
· Maintain stationery spreadsheet
Technical Skills
· Advanced Word
· Advanced PowerPoint
· Microsoft Outlook
· CRM database (to be trained on the job)
· Good knowledge of Excel desirable
· Familiar with Internet research
· Minimum requirement; English Language and Maths GCSE or equivalent
· Previous experience of client focused work an advantage
Personal Profile
· Strong organisational and communication skills
· Takes pride in their work
· Able to work accurately under time pressure
· Professional and presentable at all times
· Able to work proactively and on own initiative
· Ability to work under pressure
· Flexible approach and attitude
· Team Player

Tate is acting as an Employment Agency in relation to this vacancy.