Front of House Associate

6 months ago

London, United Kingdom Wlliams 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: 1-hour unpaid lunch
- Work model: In person
- Interview process: 30-minute 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 clean-up 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 team-player.
- Be a self-starter with plenty of initiative and resilience, but who equally thrives in a team-based 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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