FOH Administrator – 4548

Sell & Operate, Full-time, London
This role has been filled
About us
We’re a diverse group of visionary innovators who provide trading and workflow automation software, high-value analytics, and strategic consulting to corporations, central banks, financial institutions, and governments. More than 40% of the world’s largest companies use our solutions. Founded in 1999, we’ve achieved tremendous growth by bringing together some of the best and most successful financial technology companies in the world.

Over 2,000 of the world’s leading corporations, including 50% of the Fortune 500 and 30% of the world’s central banks, trust ION solutions to manage their cash, in-house banking, commodity supply chain, trading and risk.

Over 800 of the world’s leading banks and broker-dealers use our electronic trading platforms to operate the world’s financial market infrastructure.

With 10,000 employees and offices in more than 40 cities around the globe, ION is a rapidly expanding and dynamic group.

At ION, we offer careers that provide many opportunities: To invent. To design. To collaborate. To build. To transform businesses and empower people around the world to do more, faster and better than before. Imagine what you can do and experience. This is where you can do your best work.
Learn more at iongroup.com. 

About the role
The role requires the ability to work in a dynamic environment, while maintaining a helpful and friendly manner, that retains the company image of professionalism and reliability in the view of staff and customers. 

The successful candidate should have had experience within a customer facing role. They will be able to demonstrate their ability to work in a team, to learn quickly and adapt within a rapidly changing company. 

The candidate will on occasion be required to handle sensitive information, and as such
be able to maintain complete confidentiality.  All tasks require information to be maintained at the highest levels of accuracy enabling confidence of the management team in their ability to reconcile and report activities.

Roles and Responsibilities

  • Being first point of contact: meeting, greeting and welcoming business clients and staff in a professional and friendly manner to portray a professional business image;
  • Answering and directing call appropriately, taking accurate messages while projecting the company’s image in a courteous, efficient and helpful manner;
  • Booking meeting rooms, following up meeting room requests and maintaining the meeting room calendars within Outlook;
  • Ordering lunches for meetings as requested, ensuring that dietary requirements are always asked for in advance, preparing refreshments;
  • Setting up and connecting video conferences and conference calls etc. liaising with IT for specific requests;
  • Recording and handling all incoming and outgoing couriers and distribute to the appropriate person;
  • Arranging national and international couriers with the appropriate companies;
  • Coordinate daily activities with building reception i.e. visitors, contractors;
  • Keeping our internal spreadsheets/logs up to date i.e. couriers, travel, credit card log;
  • Assist with travel and hotel bookings, visa application process, taxi bookings, organising payment for hotel stays;
  • Liaising with HR, facilities, finance and legal departments;
  • Assisting senior management when required (restaurant bookings, travel arrangement);
  • Copying, printing, scanning, binding and other ad hoc administration duties.

Required Skills and Experience

  • Social/Personal skills
  • Polite and courteous, with the ability to deal with a wide range of people and respond calmly to situations which occur.
  • Awareness of the cultural background of both staff and customers and how to deal with them.
  • Remain calm under pressure and retain a ‘can do’ positive approach.
  • Desire to deliver the highest quality and continuously improve the service provided.
  • Attention to detail.
  • Anticipating problems/requests and having options available to resolve them
  • Motivation skills
    • Technology Skills
  • Intermediate MS Office skills
  • Ability to work with diverse technology (Video Conferencing, Meeting Room Bookings, etc )
  • Capability to resolve simple technical problems (power, laptop leads, connecting to Wifi, etc.)
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