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About Herbert Smith Freehills
As one of the world’s leading law firms, we advise many of the largest and most ambitious organisations across all major regions of the globe. With over 5,000 people, including 3,100 lawyers and over 2,000 business services professionals, operating from our global network of offices across Asia Pacific, Europe, the Middle East and North America, Herbert Smith Freehills is at the heart of the new global business landscape providing premium quality, full-service legal advice.
We recognise that the success of our business and our clients relies on the skills, knowledge and ideas of all our people. Our environment is one in which high performance is expected, in return, we will provide you with rewards and opportunities tailored to your personal and professional goals.
The Opportunity
Key Internal Relationships:
* Client Services team, Office Operations Department, HSF partners and staff
Key External Relationships:
* External visitors, contractors, Baxter Storey staff
Role Overview:
* 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 Responsibilities
Reception
* Meeting, greeting, and registering clients and visitors to Herbert Smith Freehills LLP and directing them to their appointment.
* Ensure the highest standards of client service are delivered at all times.
* Provide cover for functions and events as required.
Meeting Rooms
* Booking and managing 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 recurring cleanliness issues.
* Replenishing stationery supplies.
* Completing reception area checklists and analyzing business volume, waitlist, and meeting room usage regularly.
* Arranging for swearing of oaths by solicitors.
* Ensuring reprographics requests are fulfilled for clients in meeting rooms.
* Liaising with porters/conference technicians to ensure audio-visual equipment is provided as needed.
Catering
* Liaising with catering staff to book refreshments for meetings.
* Providing details of room setups and maintenance issues to porters.
Reservations
* Assisting reservations staff with booking requests via email or phone, maximizing conference area usage.
* Performing other duties as assigned by the Client Services Manager.
Key Performance Indicators
* Internal and external client feedback.
* Meeting reception standards consistently.
* Timely delivery of client requests and queries.
Qualifications, Skills, and Experience
* 3-4 years' experience in a similar front-of-house or 5-star service role.
* Excellent communication skills and professional phone manner.
* Strong technical skills and computer literacy (Word, email, internet).
* Experience with online booking systems is advantageous.
* Proactive, with initiative-taking abilities.
* Strong organizational skills, multitasking, and prioritization abilities.
* Ability to handle conflicting demands and meet deadlines.
* High attention to detail and accuracy.
* Calmness under pressure.
* Excellent personal presentation.
Team
London Office Operations, Karen Ford, Level 2
Working Pattern
Full time
Location
London
Contract Type
Fixed Term Contract
Diversity & Inclusion
We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. This is essential to our success, including our ability to innovate and achieve sustained high performance. This aligns with our Values—Human, Bold, and Outstanding.
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