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- Tasks: Be the friendly face of our firm, greeting clients and managing meetings.
- Company: Join a top-tier legal firm known for exceptional service and professionalism.
- Benefits: Enjoy a dynamic work environment with opportunities for growth and development.
- Why this job: Make a lasting impression while working in a collaborative and supportive team.
- Qualifications: 3+ years in front of house roles; strong communication and organizational skills required.
- Other info: Work across our Bankside and Mayfair offices on a flexible rota.
The predicted salary is between 24000 - 36000 £ per year.
The Front of House Team plays a critical role in delivering and maintaining exceptional service, which is a core part of the ethos if the firm. As the first point of contact for clients, visitors, and staff, the team is responsible for maintaining a welcoming and efficient reception and client meeting environment.
The team manages a range of incoming communications, including phone calls and emails, and ensures seamless coordination externally and across internal departments. Our Front of House Team's commitment to professionalism, discretion, and attention to detail reflects the high standards of service expected in our top-tier legal setting.
Led by the Front of House Manager, the team is made up of experienced First Impression Assistants who collaboratively manage and communicate together to ensure seamless coordination across all of the firm's offices.
Role
The principal role of the First Impression Assistant is to provide clients, guests and staff with a friendly and professional welcoming. They are tasked with greeting clients, scheduling meetings and meeting refreshments and generally providing front of house/administrative support to the firm's lawyers and staff. The First Impression Assistant reports into the Front of House Manager.
This role is responsible for answering calls, ensuring client meeting rooms are set up correctly for use throughout the day and assisting staff and visitors using the office facilities. A key part of the role is excellent organisation skills and proactive communication with the rest of the team to ensure good coordination and a smooth running of the Front of House service.
Responsibilities
The main roles of the First Impression assistant are listed below. The role will involve working in our Bankside and Mayfair offices on a rota/shift basis. The rota also involves regular time being spent servicing the client suite, which will entail organising refreshments or the office and client meetings, setting up AV requests.
The roles main duties will include, but are not limited to, the following:
• Meeting, greeting, and interacting with clients, visitors and staff
• Switchboard call handling via Microsoft Teams
• Internal call handling including taking and passing on accurate messages via email
• Processing and confirming meeting room booking requests via our booking system Condeco
• Meeting room set up and hospitality – including setting up hybrid meetings
• Organising and assisting with hospitality and events
• Setting up audio visual systems and trouble-shooting problems
• Populating data collection workbooks
• Participating in an office rota within the First Impression Assistant team – including time based in our Bankside and Mayfair offices, and time spent servicing the client suite (Bankside)
• Actioning reasonable tasks instructed by the Front of House Manager
• Maintaining an effective handover for the First Impression Assistant team
• Processing the administration around invoices following spend within the team The First Impression Assistant also has a responsibility to ensure that their skill set is up to date and they are familiar with the firm’s legal departments, key personnel, clients, internal systems and procedures. This will ensure that the individual is able to carry out their role and duties effectively and, where appropriate, discuss any training requirements with the Front of House Manager.
Experience and Skills Required
The successful candidate will have:
• Previous front of house/reception experience in a professional services firm is required (a minimum of 3 years in a similar role is essential)
• Previous experience using relevant IT systems – including Microsoft Teams, Outlook and an online room booking system (such as Condeco)
• Excellent communication and organisational skills
• Excellent telephone manner and competent knowledge of telephone system
• A committed attitude and dedication to creating a memorable guest experience
• A team working approach – flexible, dependable and able to use their own initiative
• Able to remain calm under pressure
• A team focused attitude
• Conscientious, approachable and enthusiastic
• Able to quickly build confidence, respect and trust with others
• Excellent personal presentation
First Impression Assistant employer: Owen Reed
Contact Detail:
Owen Reed Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land First Impression Assistant
✨Tip Number 1
Familiarize yourself with the specific IT systems mentioned in the job description, like Microsoft Teams and Condeco. Being comfortable with these tools will not only help you stand out but also show that you're ready to hit the ground running.
✨Tip Number 2
Highlight your previous front of house experience during the interview. Be prepared to share specific examples of how you've created memorable guest experiences in past roles, as this aligns perfectly with the firm's ethos.
✨Tip Number 3
Demonstrate your organizational skills by discussing how you manage multiple tasks effectively. You might want to prepare a few scenarios where you successfully coordinated meetings or events under pressure.
✨Tip Number 4
Show your team spirit! Be ready to talk about how you collaborate with colleagues and support each other in a busy environment. This role emphasizes teamwork, so sharing your experiences in this area will be beneficial.
We think you need these skills to ace First Impression Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant front of house or reception experience, especially in professional services. Emphasize your communication skills and any specific IT systems you've used, like Microsoft Teams and Condeco.
Craft a Strong Cover Letter: In your cover letter, express your commitment to providing exceptional service and creating memorable guest experiences. Mention your ability to remain calm under pressure and your team-oriented approach.
Showcase Relevant Skills: Clearly outline your organizational skills and attention to detail in your application. Provide examples of how you've successfully managed multiple tasks or coordinated events in previous roles.
Proofread Your Application: Before submitting, carefully proofread your application for any errors. A polished application reflects your professionalism and attention to detail, which are crucial for the First Impression Assistant role.
How to prepare for a job interview at Owen Reed
✨Showcase Your Front of House Experience
Make sure to highlight your previous front of house or reception experience, especially in professional services. Share specific examples of how you maintained a welcoming environment and handled client interactions.
✨Demonstrate Communication Skills
Since excellent communication is key for this role, prepare to discuss how you've effectively managed phone calls and emails in past positions. Practice articulating your thoughts clearly and confidently.
✨Familiarize Yourself with Relevant IT Systems
Brush up on your knowledge of Microsoft Teams, Outlook, and any online room booking systems like Condeco. Be ready to discuss how you've used these tools to enhance efficiency in your previous roles.
✨Emphasize Teamwork and Initiative
This role requires a team-oriented approach. Prepare examples that demonstrate your ability to work collaboratively and take initiative when needed. Show that you can remain calm under pressure while supporting your team.
