Legal Receptionist

4 weeks ago

London, Greater London, United Kingdom Page Personnel Business Support Full time

Acting as the first point of contact for both internal and external visitors to the London office. Providing a warm welcome and exceptional service to our clients and ensuring the reception and switchboard function runs smoothly and professionally. Working as part of a team to cover the core hours of Reception.

Client Details

A global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Join the London office consisting of 270 employees.

Description

Reception

  • Greet all clients and visitors to the office and notify meeting host and any relevant parties of their arrival. Ensure clients receive VIP treatment
  • Ensure clients' needs are anticipated and prioritised at all times and pro-actively seek out ways in which to improve client satisfaction
  • Liaise with and respond to email and verbal requests/queries from all clients (internal and external) in a prompt and professional manner
  • Liaise with other receptionists, AV team, catering team, facilities team in the smooth running of the client floor
  • Provide basic admin support for clients when required, i. printing, scanning, photocopying etc
  • Maintain orderly appearance of the reception area and client meeting rooms, and notify the Facilities team of any missing or damaged equipment so that it can be replaced/repaired
  • Prepare holiday cover and end of day handover notes to ensure a smooth transition
  • Allocate temporary passes, maintaining log of all passes, requesting return and deactivation where necessary
  • Liaise with ground floor reception regarding arrangements for out of office hours visitor arrivals, special events and last minute guests

Conference Rooms/Visitor Offices

  • Use online room booking system to reserve, move, amend or cancel bookings, including catering and any Facilities and AV requirements
  • Respond to all room booking requests and manage the allocation of the London meeting rooms/visitor offices/video conference services. When necessary, re-allocate meeting rooms in accordance with the meeting organiser's original requirements and notify anyone involved (organiser, AV, catering etc) of any changes to their booking
  • Check meeting room set ups in advance, making sure all equipment, catering and any other requests have been provided according to the booking instruction
  • Regularly check rooms for any maintenance issues and alert Facilities where necessary
  • Maintain stocks of stationery for the client meeting rooms, placing orders where necessary
  • Ensure all documents are removed from rooms swiftly and client confidentiality rules are adhered to at all times
  • Check visiting lawyers' requirements, producing weekly memo for the London office, advising of all visitors due the following week and their allocated office and secretarial support. Send email to visitors in advance of their arrival, welcoming them to the London office and confirming all details
  • Liaise with ground floor reception regarding arrangements for out of office hours visitor arrivals, special events and last minute guests

Switchboard Duties

  • Answer the London switchboard calls promptly and professionally, in a warm but professional and confident manner
  • Announce all callers, offering the caller the opportunity to leave a voicemail message should it not be possible to connect them in person

General

  • Assist the Conference Services London Supervisor with various tasks as and when required

Profile

  • Front of house, Reception experience required
  • Background working in a Law Firm or Professional Services environment
  • Proficiency with the MS Office
  • Knowledge of EMS room booking systems is highly desirable
  • Excellent communication skills, both written and oral, with the ability to communicate appropriately at all levels of the firm via email, phone and face to face
  • Ability to prioritise workload and use initiative, with a "can do", helpful and proactive attitude
  • Positive, professional attitude, able to remain calm under pressure
  • Punctual, reliable, dependable and team-orientated
  • Well organised, with the ability to multi-task
  • A critical eye for detail and consistency
  • Professional demeanour. Presentation and style appropriate for an international law firm
  • Courteous, conscientious, considerate team player with a warm and hospitable nature

Job Offer

A competitive salary from £35,000 and additional benefits.

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