Receptionist

**Receptionist** 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 with varying shift patterns to cover the core hours of Reception. May need to change shift pattern from time to time to meet business needs. 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. **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 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.e. 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 - 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 **General** - Assist the Conference Services London Supervisor with various tasks as and when required **Profile** - Educated to minimum GCSE level or equivalent - Front of house, or customer facing experience required, preferably within a law firm or professional services environment - Knowledge of EMS room booking systems is highly desirable - 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 - Willingness to be as flexible as possible when work is required outside of established business hours **Job Offer** A competitive salary from 35,000 and additional benefits. The working shifts for this role are as below and you will need to be flexible in taking on varying shifts. - 08:00 - 16:30 - 09:00 - 17:30 - 10:00 - 18:30