We are seeking a dedicated individual with a strong work ethic and a genuine enthusiasm for working in a law firm. This dynamic role combines hands-on administrative responsibilities with traditional receptionist duties. The ideal candidate will be an energetic, proactive team player with a passion for engaging with people and delivering outstanding client experiences.
Key duties
* First point of contact for our clients at reception, providing a high level of client care in all activities, demonstrating professionalism and attention to detail at all times.
· Dealing with all clients, either in person, via email or telephone, in a courteous and highly professional manner, delivering excellent client care.
· Registering visitors on the buildng’s visitor management system and promptly informing the relevant parties of their arrival.
* Booking all conference rooms and related requirements accurately using conference room booking software.
· Check the conference room bookings for the following day to ensure that all details are correct and to the required standards.
· Manage conference room set ups – before, during, and after meetings and oversee the use of audio visual and associated equipment, plus any delivery and removal of catering orders.
· Ensure that the conference rooms and reception area are kept tidy and in good working order to the required standard.
· Monitoring the switchboard and front desk area, screening phone calls, redirecting calls, and taking messages.
* Handling mailroom services – managing incoming and outgoing mail and couriers and ensuring that internal and external mail is distributed effectively.
· Book all Concierge Requests - taxi's, flowers etc., in accordance with the instructions given.
· Deal with client requests for printing, photocopying, etc., promptly and in accordance with the instructions given.
· Coordinate and place food orders with external catering vendors as needed for meetings and events.
· Prepare and arrange food and beverages for internal meetings and client events, ensuring presentation meets required standards.
· Process vendor invoices in a timely and accurate manner, ensuring all details are correct and properly documented for payment approval.
· Willingness to receive first aid and fire warden training.
· Willingness to perform other related duties as needed.
Person Specification
* Highly experienced in reception and front of house duties in a professional office.
* Previous experience working in Legal, Professional Services or a Corporate environment.
* Experience of secretarial duties in a legal environment is an advantage.
* GCSE in Mathematics and English (minimum grade of C/4).
· Trained as fire warden and/or first aider is an advantage.
* Excellent organisational skills, able to manage multiple priorities, with experience of managing end to end tasks that require multiple touch points.
* Excellent communication skills, with the ability to work confidentially, confidently and collaboratively.
· Excellent telephone manner and smart and professional in appearance.
· Ability to develop and maintain positive working relationships with all relevant stakeholders, both internal and external, and to work as part of an effective team.
* Self-motivated, resilient, reliable, disciplined individual with excellent problem-solving skills.
* IT literate, able to comfortably pick up new systems with a logical approach, with solid working experience of PC literate including the use of Microsoft Word, Excel, PowerPoint. Including experience of using an event management booking system.
* Friendly and approachable, with a positive can-do attitude.
* A calm, clear thinker with keen attention to detail; a multi-tasker who enjoys a fast-paced working environment, with the ability to work under pressure, prioritise and keep calm.
* Excellent attention to detail and accuracy.
· High levels of confidentiality and security of the firm’s and client documentation and information.
Working Pattern
Core office hours are 9:30am to 6:00pm. This role will require someone to be present in the office Monday to Friday.
This role may occasionally require the incumbent to work independently outside the core office hours.