Receptionist & Administrator

Location Santa Ponsa, Mallorca

Location of Role: Gran Via Puig des Castellet 1, 07180 Santa Ponsa, Mallorca

Salary Range: €25,000-€27,000 per annum, plus discretionary bonus scheme

Contract: Permanent position

Hours: 37.5 hours per week

Languages needed: Good understanding of English, written & verbal, as our clients are British nationals. Basic Spanish preferred but not essential.

Role

The purpose of the role is to assist staff with client-related administrative tasks and to fulfil receptionist

duties to help ensure the office runs in a professional and efficient manner and is a good representative of Blevins Franks.

It is an administrative function including, data input and processing, liaising with existing Blevins Franks clients, ensuring client facing staff (Partners/ Private Client Managers) are fully equipped for client meetings and liaising with various departments to ensure client satisfaction, company harmonisation, regulatory fulfilment, and business growth.

It is an ideal entry into Financial Services or for those already in Financial Services who want to join a firm that can offer progression and variety. The successful candidate will be joining a very friendly and supportive team with lots of opportunity to learn.

Duties:

• Responsible for reception, including greeting visitors, offer them a beverage and answering phones
• To announce visitors/clients to the appropriate member of staff within the business
• Contribute to the organisation of client events, including event attendance
• Ensure reception area and meeting rooms are kept clean and tidy
• Meeting room management
• Deal with orders as instructed by Office Manager and deliveries to the office
• Printing/scanning and photocopying
• Ensuring documents are provided in timely manner (meeting packs/ reports/ applications/ engagement and authority letters, any other requested)
• Data entry and processing of tasks utilising IRESS Xplan
• Client liaison for non-advice related matters
• Liaison with various departments to ensure business is processed and client tasks are actioned
• Liaison with external companies were required for data management and processing purposes
• Fulfilment and awareness of regulatory/ GDPR & Data Protection requirements

Attributes:

• The receptionist/administrator’s role demands a person with the following natural attributes to handle the range of activities and the stress of meeting deadlines at certain times of the year.
• Previous experience in reception/administration work
• Sensible and professional attitude
• Good interpersonal and communication skills
• Must be approachable and helpful with colleagues and clients
• Contribute to a friendly and professional working environment
• Has good attention to detail, always making sure that work is accurate
• Confident in the use of internal IT systems and Microsoft Office packages
• A flexible approach to working arrangements
• Ability to cope with a constantly changing environment
• Ability to work under pressure, meet key deadlines and follow procedures