Receptionist & Office Services Coordinator

Job Description

Contract: Full-time, permanent. Team: Office Services. Office Location: London, UK (on-site).

The role: Reporting to the Senior Office Services Coordinator, this role will be responsible for ensuring coverage of the Reception of our London office, providing postal support, and supporting the day‑to‑day operations of the facility by assisting with a variety of tasks, including administrative duties, ensuring it's well‑maintained, clean, and safe.

What your day will look like

• To act as the face of Fragomen when meeting and greeting visitors to the London Office
• To answer and redirect all phone calls to the main switchboard
• Ensuring client and common areas are clean, well‑maintained, and fit for use, which may include tasks like cleaning/ organising of common areas and walkways.
• To assist with monitoring the Reception London inbox, actioning emails in a timely manner and raising any issues with the Senior Office Services Coordinator
• To assist in managing all meeting room bookings including set up and set down, catering requirements and to take full details of clients coming to site and informing ground floor security accordingly
• To book couriers for the office when requested
• Scanning all incoming post, searching on Connect for the Caseworker and then emailing to the correct contact
• Preparing documents and bundles for Caseworkers
• Ensuring the safety of the occupied space, including complying with safety regulations and reporting any potential hazards
• Assisting with security protocols, such as issuing keys or passes, and monitoring access control
• Assisting with setting up monthly drinks and office events
• Purchasing and stocking supplies, including but not limited cleaning supplies, stationary, and other necessary items
• Communicating with colleagues, and other stakeholders about facility issues or needs, and providing assistance
• Ensuring the proper functioning and placement of equipment like vending machines, coffee machines, lighting, fire extinguishers, and deliveries reporting maintenance issues

The team

As part of the Office Services team, you will have the chance to work with an exceptional group of office support personnel from Administrators and Receptionists to the PA’s who work with the Partners to ensure a smooth functioning office. Led by the Office Services Director of our UK offices, the team is a dynamic group of fun personalities, and we are looking for another person to join!

What we are looking for

Essential criteria

• An interest in administration and office services
• An extrovert, a person that is happy to engage with colleagues and external visitors and become the go‑to person of the office
• Someone who is proactive and motivated to provide high levels of service to everyone they work with
• Ability to handle equipment (with assistance, covering the movement of larger objects e.g. desks, tables etc.)
• Ability to work independently and as part of a team

Preferred skills

• Basic knowledge of building maintenance and repair
• Strong communicator, able to engage effectively with colleagues at all levels of seniority
• Flexible, able to adapt to shifts in priorities
• Problem solver, being able to think of solutions – a ‘can do’ attitude
• Demonstrates proficiency in Word processing, Excel, Outlook and Internet navigation
• Completes tasks within agreed timeframes and in line with expectations
• Attention to detail, ensuring work is completed accurately and according to company guidelines
• Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity

What we offer

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our workforce at Fragomen, and we are fully committed to providing equal opportunities. At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well‑being and professional growth. Our UK offerings include:

• Competitive Salary: We offer salaries that reflect your skills and experience
• Health and Wellness: A comprehensive employee assistance programme, gym discounts, medical insurance, Headspace membership and wellbeing platforms
• Lifestyle and Savings: Discount platforms, cycle to work scheme, electric car lease scheme, season ticket loans and family support resources
• Protection and Security: Life assurance, group income protection and a workplace pension scheme including a 5% employer contribution
• Time Away from Work: 25 days annual leave, + bank holidays and 3 personal leave days. Enhanced family leave policies, volunteering days and birthday leave
• Professional Development: Access to our e-learning platform, mentoring schemes and training bursaries (where applicable)
• Hybrid Work Arrangements: The Firm operates a global hybrid working policy which supports flexibility. Depending on your role, you can agree with your manager a minimum of two days per week working in your local office. Flexibility is important, and additional days in the office may be required based on your role, and / or team and business need

Who we are

At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities. We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do.

Our Responsible Business Practices ("RBP") prioritize Fragomen's social responsibility through a cohesive strategy covering five key focus areas: Corporate Social Responsibility, Culture and Inclusion, Sustainability, Well‑Being and Pro Bono. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website – https://www.fragomen.com/about/responsible-business-practices.html.

Fragomen is committed to promoting equal opportunities for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre‑employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations. We use limited AI‑assisted tools for administrative screening purposes only - never for decision‑making. All hiring decisions are made by people. Applicants may have rights to information and explanations regarding the use of such tools, or request human review, as required by applicable regional laws.

Fragomen is the leading global immigration law firm with more than 6,000 professionals in nearly 70 offices across the Americas, EMEA and Asia Pacific, delivering services in over 170 countries. Ranked on both the Am Law 100 and Am Law Global 100, the firm is widely recognized for its leadership in immigration law and commitment to fostering a culture where diverse attorneys thrive and all individuals have equal opportunities to succeed.

Fragomen helps corporations and individuals navigate the complexities of global mobility and provides end‑to‑end support across the immigration lifecycle, from strategic planning and policy design to compliance, government investigations, litigation and more. The firm combines legal acumen and advanced digital capabilities to simplify global mobility and deliver smarter, faster and more adaptive solutions via a suite of technology brands—including Nomadic, its business travel platform that enables real‑time compliance, WorkRight, its multi‑jurisdictional employment verification software and Simple Citizen, a digital solution designed to streamline the pathway to US citizenship.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status. At Fragomen, we do meaningful and impactful work for our clients and put a focus on our Responsible Business Practices: #LifeAtFragomen: We drive innovation and change. We respect colleagues, embrace diversity, and empower others. #FragomenForward: At Fragomen, pursuing an equal, diverse, and inclusive workforce goes beyond a policy. It’s part of our DNA—and always has been. Year after year, we are recognized as leaders in diversity in our industry.

Giving Back. We have a deep history of giving back to the communities where we live and work—and we continue that mission today. Serving the less fortunate by providing advice and community support where it is most needed allows us to help immigrants secure a better future for themselves and their families. Corporate Social Responsibility. We believe there is more to success in business than generating profit—we want to do well by doing good. We are committed to considering the impact that our business decisions have on our people, our planet, the communities in which we work and our clients.

Sustainability. Fragomen is focused on sustainability in our business operations and practices—and we know there is much work to be done, with countless opportunities available to minimize our impact on the environment. Well‑Being. We are committed to implementing firmwide initiatives that support the health and wellness of our people, including programs to address work‑life balance and benefits that cover a wide range of well‑being needs of all employees. Our #FragomenWorks program provides the ability to be successful at home or in the office, via Hybrid & Remote work arrangements. Our Feedback Works process includes three managerial check‑ins per year to help you progress in your career. Unique learning programs like: Fragomen Academy, Leadership Academy, Practical Management Academy, and Regional Development Conferences.

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