Receptionist (7-hour Shift Between 7.00am and

2 weeks ago

London, United Kingdom Herbert Smith Freehills Full time

**LONDON - EXCHANGE HOUSE/SQUARE**

**THE OPPORTUNITY**
- Working as part of the Reception and Reservation team in front-of-house, you will play a key role in providing 5 star, end to end administrative and client oriented support to internal staff across HSF and external visitors to the London office.**Key Performance Indicators**
- Internal and external client feedback
- Consistently meets Reception standards
- Delivery timeframes for client requests and queries

**Key Responsibilities**

**Reception**
- Meeting, greeting, and registering of clients and visitors to Herbert Smith Freehills LLP and directing them to their place of appointment.
- Ensure the highest standards of client service are delivered at all times.
- Provide cover for functions and events as and when required.

**Meeting Rooms**
- Booking and controlling use of rooms using a computerised room booking system (RBS)
- Checking tidiness and cleanliness before and after use
- Maintaining high standards of presentation in the reception area
- Informing the Client Services Manager of any re-occurring inconsistency of cleanliness of the rooms
- Replenishing of stationery
- Ensure reception area checklists are completed and that the volume of business, waitlist and meeting room analysis is completed regularly
- Arrange for swearing of oaths by solicitors
- Ensure that reprographics requests are completed for clients in the meeting rooms
- Liaise with the porters/conference area technicians ensuring audio-visual equipment is provided as requested

**Catering**
- Liaise with catering staff regarding booking of refreshments for meetings

**Porters**
- Ensure that the Porters are given details of room set-ups and maintenance issues within the meeting rooms

**Reservations**

Any other duties as requested by the Client Services Manager.

**SKILLS, EXPERIENCE AND QUALIFICATIONS**
- 3-4 years' experience working in a similar role in front-of-house or a 5 star service environment essential.
- Excellent written and verbal communication skills and a professional phone manner
- Experience using an online booking system is an advantage
- Ability to use initiative and to be proactive;
- Strong organisational skills, multitasking ability and ability to prioritise;
- Ability to cope with conflicting demands and meet deadlines;
- Attention to detail with a high level of accuracy;
- Remains calm under pressure;
- Excellent personal presentation.

**Competencies**

**Personal Leadership**
- Positively impacts those around them, makes quality decisions and develops themselves both personally and professionally
- Demonstrates sound knowledge in their field
- Anticipates potential problems and identifies a range of possible solutions
- Adapts their interpersonal style to suit different audiences in a genuine way

**Builds Authentic Relationships**
- Takes time to get to know people beyond their role
- Treats people with respect and in a fair and consistent way
- Recognises when colleagues are under pressure and volunteers to assist them where possible

**Collaborates with others**
- Works within teams and across boundaries to share knowledge and achieve results
- Identifies and builds relationships required to achieve the best outcomes for the firm
- Engages people with the right skills, knowledge and expertise to provide advice and assist with tasks
- Generously shares their time, knowledge, expertise and talent to support others’ success

**Enhances the Client Experience**
- Creates opportunities to enhance the experience of the firm’s clients through their daily tasks
- Behaves consistently with the firm’s values in their interactions with others
- Conducts themselves in a way that reflects positively on the firm’s brand, both inside and outside the firm

**Achieves Results**
- Maintains focus and drive to achieve quality outcomes
- Focuses their time and efforts on issues that will have the greatest impact on agreed objectives
- Anticipates responses and plans their approach accordingly
- Looks for the most effective way to achieve outcomes
- Maintains perspective and optimism when faced with setbacks

**GROUP / TEAM**

Office Operations

**GROUP / TEAM DESCRIPTION**

Our Office Operations function plays a central role in managing our working environment and the services within it, so that practice areas can serve their clients to the best of their ability. That goes beyond just ensuring that professionals have the client-facing and office services and equipment they need. It’s about ensuring that every space around our global network serves its purpose effectively, whether that’s an office, a breakout area or a conference room.

The team also makes sure that all-important legal documents are where they need to be through the mailroom and courier services, as well as overseeing document archival and retrieval. Our Office Operations function includes Procurement, Building Operations, Document Production, Business Continuity and Client Services & Trave

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