Receptionist & Office Services Coordinator

1 month ago

Westminster, United Kingdom Fragomen Full time

Receptionist & Office Services Coordinator

Full-time, permanent

London, UK

Office based

About us:

Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities. We believe that our differences make us stronger.

About the team:

As part of the Office Services team, you will have the chance to work with an exceptional group of office support personnel from Administrators and Receptionists to the PA’s who work with the Partners to ensure a smooth functioning office. Led by the Office Services Director of our UK offices, the team is a dynamic group of fun personalities, and we are looking for another person to join

About the role:

Reporting into the Office Services Manager, this role will be responsible for ensuring coverage of the Reception of our London office and providing postal administrative support for the Office Services team.

Key responsibilities:

To act as the face of Fragomen when meeting and greeting visitors to the London Office

To answer and redirect all phone calls to the main switchboard

To ensure the reception area is kept clean and tidy at all times

To assist with monitoring Reception London inbox, actioning emails in a timely manner and raising any issues with the Office Services Manager

To assist in managing all meeting room bookings and to take full details of clients coming to site and informing ground floor security accordingly

To assist in managing the meeting rooms/event set ups where needed and all refreshments for meetings

To cover the early Reception shift when required

To book Fedex and other couriers for the office when requested

Administration duties will include:

Scanning all incoming post and BRPs, searching on Connect for the Caseworker and then emailing to the correct contact

Preparing documents and bundles for Caseworkers and Royal Mail Special Delivery envelopes for sending applications to the UKVI and returning documents and BRPs to clients

Sending a copy of all envelopes and documents being sent to the Caseworker

Process all outgoing post including franking logging into the Royal Mail records and logging costs onto Connect in real time

Ensuring all postal tasks are completed and left for collection at ground floor reception by Royal Mail by 3.00pm each day

Understanding the importance of filling out all envelopes and logs neatly and clearly, with all the necessary details included

Scanning bundles, full passport copies and other legal and personal documents and uploading to Connect case record

Ensuring all original documents are handled carefully and kept in the order specified by the Caseworker and scanned copies are checked for accuracy before emailing to the Caseworkers

Preparing original documents for legal certification by an Associate such as passports and birth certificates

Preparing documents and parcels and booking with FedEx for couriering to clients and ensuring these are left with reception for daily collection at 4.30pm

Preparing documents and parcels and booking City Sprint couriers for local deliveries and over-night couriers, filling in internal forms and leaving with reception for collection

Provide other ad hoc administrative duties as instructed by the Office Services Manger as required

About you:

We are looking for a self-starter who is motivated to provide high levels of service to everyone that they work with. If you are looking to take that first step into starting your career and have an interest in administration and office services, this could be the opportunity for you.

Also required:

Able to act under instruction with limited supervision

When work is allocated, clarify issues that are unclear and asks for the necessary information to complete tasks

Implement effective processes to manage workflow and meet deadlines

Demonstrates proficiency in word processing, Internet, and email systems

Completes tasks within agreed timeframes and in line with expectations

Ensures work completed is accurate and follows standard layouts

Keep staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity

Fragomen in London:

Our London office has over 340 people working collaboratively and creating a dynamic, positive environment. You can expect a great working environment and regular events such as Summer and Christmas parties, social and cultural events.

The Firm operates a hybrid working model, which incorporates a blend of in-person attendance as well as working from home – our aim being to fully leverage our remote working technology and provide a balance for our people in the way that they work.

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Strategy (RBS) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas.. These focus areas include: Wellbeing, Diversity and Inclusion, Charity & Pro bono work, Social and Environmental & Sustainability. The RBS initiative offers great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities at the Firm. These range from social events and activities, to regular wellbeing newsletters and diversity discussions.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

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