Front of House Associate

1 week ago

London, Greater London, United Kingdom Williams Lea Full time
Front of House Associate

Job title:
Front of House Associate

  • Salary: £31,500 pro rata
  • Location: 107 Cheapside, London, EC2V 6DN
  • Contract: Part time, permanent
  • Hours: 22.5 hours per week
  • Shifts: Tuesday through Thursday between the hours of 07:45 to 16:30
  • Break details: 1hour unpaid lunch
  • Work model: In person
  • Interview process: 30minute Microsoft Teams video interview
Williams Lea has an opportunity for a Front of House Associate at a leading law firm in the heart of the City of London

  • Responsible for a highly credible, efficient, and effective Front of House and switchboard function for a law firms London office. The Front of House team provides an efficient and professional Front of House service to all clients (internal and external).
  • The team maintains and coordinates conference and visitor room scheduling, and all related functions connected with the set up and cleanup of these rooms. The team also supports the secretarial and facilities teams as required.
  • Key Responsibilities
  • Your main responsibilities will include the following:
  • Arrive promptly to ensure that the Front of House is open on time and presents an immaculate workspace, preparing rooms for the day's meetings.
  • Prepare rooms and follow up after meetings to ensure that conference rooms are promptly cleared.
  • Greet and attend to all visitors to the office in a polite and helpful manner.
  • Provide administrative support to visitors.
  • Ensure that all messages for clients and staff are forwarded in a timely manner.
  • Carry out regular floor walks to ensure that the meeting rooms, Front of House desk and general Front of House area remain immaculately presented throughout the course of the day.
  • Check the booking system on a regular basis and be aware at all times of conference room bookings.
  • Use the booking system effectively to reserve rooms in London and across all law firm offices.
  • Assist clients, visitors and law firm personnel with taxi and courier bookings.
  • Assign vacant offices to visiting attorneys and executive staff and update records. Liaise with IT and facilities to ensure offices are set up appropriately with stationery, furniture, and IT equipment.
  • Follow the London Business Visitor process.
  • Assist with the completion of early and late shift checklists as required.
  • Ensure that the daily office attendance report of law firm personnel is processed correctly and distributed to the relevant individuals as required.
  • Organise refreshments and supplies for meeting rooms throughout the day as required.
  • Order catering for client and internal meetings, training sessions and events.
  • Ensure adequate levels of boardroom supplies are always available.
  • Assist with catering set up for events.
  • Assist with the processing of invoices.
  • Be aware of budget constraints and stay within them. Highlight any discrepancies to the Front of House Team Leader.
  • Responsible for allocating, logging, and retrieving temporary security passes and booking of photographs for law firm passes.
  • Assist with welcoming new starters, to include a tour of the office, as required.
  • Update London Telephone Directory with any changes (i.e., leavers/joiners).
  • Keep room and desk allocations up to date on law firm portal.
  • Assist the facilities teams as required to include the distribution of internal mail, tidying copy points, replenishing photocopiers with paper, and booking engineers/maintenance contractors.
  • Assist the secretaries with filing and administration duties for the legal practice groups, as needed.
  • Perform such additional duties and tasks that may be assigned from time to time by the Front of House Team Leader or Director of Administration.
  • Key Competencies
  • Good knowledge of Word and Outlook. Previous experience of working with Excel and PowerPoint desirable or willingness to learn new/update skill knowledge.
  • Experience of conference room booking software and switchboard systems.
  • Clear diction, good vocabulary, excellent communication skills, both written and verbal.
  • Ability to build strong business relationships with internal and external clients.
  • Excellent organisation, follow through, and attention to detail.
  • Ability to cope well under pressure in a calm manner.
  • Able to juggle multiple tasks at any given time.
  • Key Attributes
  • You will possess a proactive attitude, a "can do" approach and be a teamplayer.
  • Be a selfstarter with plenty of initiative and resilience, but who equally thrives in a teambased environment.
  • You will be of smart/corporate appearance in accordance with this "front of house" role and in accordance with the firm's dress code.
  • Possess a desire and willingness to learn and ability to learn new tasks quickly.
  • Willing to be flexible with shifts.

The Package:

  • Private Medical Insurance, Life Insurance/Life Assurance, Company Pension, Corporate Eye Care, Personal Accident and Company Sick Pay. Additional benefits such as Dental Insurance

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