Reception & Office Services Assistant in London

DMH Stallard provides a comprehensive range of commercial, dispute resolution and litigation, employment, cyber security and cyber-crime, corporate, intellectual property, real estate and technology, media and telecoms advice to businesses and individuals. With offices in London and across the region (Brighton, Gatwick, Guildford, Horsham, Hassocks) the firm has grown to around 400 people. The firm values inclusion, staff development, and flexible working arrangements to support work-life balance.

Job Purpose

To provide a professional front of house service, ensuring that agreed standards of client care are adhered to in every aspect of the role. To provide effective and efficient office service deliverables, including administration and basic levels of IT support. To cover Office Services and Records Management duties as and when required.

Responsibilities And Duties

• Meet and greet clients and visitors in a personal and confident manner (including signing in contractors) in line with Meet and Greet Policy and Standards.
• Monitor and prepare refreshments for client meetings and visitors. Book catering facilities and organise lunches when required.
• Assist with and organise in-house events, liaising with event organisers, booking refreshments, arranging layouts, and other event arrangements.
• Coordinate and prepare meeting rooms and conference spaces, configure seating for different meetings, ensure equipment and materials are in place, and set up online meetings on audiovisual equipment.
• Provide hands-on assistance with equipment and troubleshoot issues; support guests with wireless connectivity as needed.
• Maintain front of house space and ensure reception area and meeting rooms are tidy and well equipped.
• Book meeting rooms, hot desks and maintain relevant calendars and reception diary.
• Assist with staff inductions and office health and safety tours; act as Office Fire Monitor and First Aider (training provided if necessary).
• Sort, scan, and distribute incoming and outgoing post (Royal Mail, domestic and international couriers); collect and sign docket/s for incoming post and prepare franked post for Royal Mail collection; operate franking machine and handle outgoing post.
• Carry out manual handling duties as required (files, boxes, furniture, ad hoc items).
• Undertake photocopying, faxing, binding, scanning, printing and sorting of documents for fee-earning groups as required.
• Ensure meeting rooms, the kitchen, and hot desks have appropriate stationery and supplies; maintain cleanliness and re-arrange furniture for the next day.
• Order supplies and stationery from relevant suppliers; log IT support tickets and assist with minor printer issues; ensure printers have paper stock.
• Assist with Health & Safety matters to meet H&S requirements, policies and procedures.
• Assist with archiving/retrieval of records in accordance with firm procedures; liaise with other offices and external archive storage sites for file deeds, wills, archiving and retrieval; accurately maintain the firm’s records management databases.

Knowledge, Skills, And Experience Required

• Previous reception experience is preferred.
• Experience in an office services and facilities role is advantageous.
• Excellent telephone manner with a warm, confident, and friendly demeanour.
• Strong interpersonal and communication skills.
• Flexible and methodical; able to adapt to working hours as required.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Problem-solving ability and effective teamwork skills.
• Accuracy and attention to detail.
• Comfortable with IT tasks (setting up laptops & smartphones, Wi‑Fi access, AV equipment) or willing to be trained.
• Knowledge of or interest in the legal sector.

Hours Of Work

37.5 hours per week with an hour for lunch. Hours may be amended due to operational requirements.

Benefits

25 days holiday (plus Birthday holiday).