Receptionist

5 days ago

Belfast, United Kingdom Shoosmiths Full time

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 50 law firm to achieve “Platinum Standard” Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance makes Shoosmiths a fantastic place to work.
- The teamEstates Management is the integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. This encompasses multi-disciplinary activities within the built environment and the management of their impact upon people and the workplace. Effective estates management, combining resources and activities, is vital to the success of any organisation. At a corporate level, it contributes to the delivery of strategic and operational objectives. On a day-to day level, effective estates management provides a safe and efficient working environment, which is essential to the performance of any business - whatever its size and scope. Responsibilities of this team include property strategy, space management and communications infrastructure to building maintenance, administration and contract management.
- The roleTo foster good working relationships within the office and to provide a first class service to all external and internal clients, showing professionalism and displaying a friendly disposition at all times.
- Main responsibilities- Working as part of a team to coordinate the front of house reception and assisting the Estates Team when required.
- Professionally and promptly, meeting and greeting all of the Firm’s clients, any visitors and any internal visitors from other offices.
- Ensuring front of house, including all meeting rooms and boardrooms, together with the client lounge area, front desk are completely clear of any clutter and kept neat and tidy at all times.
- Managing and co-ordinating the electronic meeting room booking system
- Working with the PA’s and Legal Advisers to support and understand their requirements, asking questions to ensure all requirements are covered and understood (such as, numbers of attendees for events, numbers of internal and external visitors, catering requirements, refreshments, duration of meetings, meeting room set up and IT equipment, name badges and handout notes/paperwork)
- Setting up, preparing and clearing the meetings rooms, boardrooms, seminar suite and training room in advance of any meetings or events taking place to ensure all audio-visual equipment, furniture requirements and catering is in place and ready and refreshed as required by the meeting/event host.
- Answering the telephone on Reception within 3 rings and providing a switchboard service to the office transferring calls and dealing with incoming queries.
- Conduct daily monitoring checks of the client suite to ensure all areas are ready for use at any time and dealing with or reporting any issues to the Estates Team Leader.
- There will be a requirement to provide an out of hour’s service for events and seminars (hours of work to be agreed prior to events with the Estates Team Leader and the team to ensure all hours are covered).
- Reconcile and process the reception invoices for Estates Team Leader approval.
- Responding to internal personnel change notifications and ensuring all actions are diarised and carried out in advance of the changes/staff arrivals.
- Arranging telephone conference calls, video conference calls and taxi bookings.
- Checking stocks and catering supplies and refilling/ordering replenishments where necessary.
- Providing support to the Estates Team with postal, reprographics and other duties with business needs.
- Skills and qualifications- At least 12 months previous Receptionist experience within professional services, ideally within legal
- Experience in co-ordinating events desirable
- Provide a high quality client service at all times with a positive, can do, calm and confident attitude
- Ability to work flexibly, covering early morning and evening meetings/events where necessary
- Sufficient and accurate keyboard skills, using outlook, word, excel
- Confident in setting up audio visual equipment and troubleshooting during client meetings from time to time
- Excellent personal presentation with a professional and respectful demeanour
- Attention to detail with and a neat and tidy approach to working practices
- A polished, friendly and helpful approach to dealing with any problems that may arise
- Confident when dealing with suppliers and service engineers
- Organised paying close attention to detail and tidy approach to work
- Willing to work well alone and within the team, with a supportive approach
- Self-confidence and ability to demonstrate initiative
- Enthusiastic, energetic with a positive, can do attit

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