Client Services & House Facilities Coordinator

Grace Personnel Ltd
09 Sep 2017
07 Oct 2017
Contract Type

Client Services & House Facilities Co-ordinator

Job Purpose - Client Services

  • 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
  • To provide administrative support
  • 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
  • First point of contact for all company clients and Consultants
  • Scheduling consultants with client meetings and events
  • Produce evaluation reports and 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

Job Purpose - Facilities

  • 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
  • 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 office
  • General Health & Safety responsibilities, including fire safety

Team responsibilities:

  • Managing Consultant diaries for all Client activities
  • Message taking for each other and Consultants and checking Consultant e-mails when they are on the road
  • Ensuring all dialogue and correspondence with our 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 company 3 ring policy
  • 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
  • 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 stationery spreadsheet


  • 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
  • Sense of humour

We regret to inform you that due to the high volume of applications we are unable to reply to everyone.
If your application is successful we will contact you within 5 working days.
If unfortunately you do not hear from us please feel free to apply for future roles.