Hospitality and Reception Assistant

The Hospitality and Reception Assistant provides effective client service, hospitality, and general reception duties.

Essential Duties

• Hospitality & Event Coordination
• Room Setup - working with support for appropriate furniture layout and audio-visual (AV) equipment.
• Catering Support – set up food and beverages as per room booking requirements.
• Area Maintenance – ensure reception, conference rooms and client facing areas remain clean, tidy and well-stocked. Each morning fill coffee machines with milk and ensure tea points are stocked.
• Front Desk & Reception
• Guest Services – warmly welcome guests, process check-in/check-out and where appropriate issue security passes.
• Communications - Professionally answer and direct all incoming calls in a timely manner. Checking any voicemail messages, depending on shift.
• Reservations - Assist with scheduling conference rooms using Maptician.
• Administration & Support
• Deliveries - Collecting post, parcels and deliveries from the loading bay every couple of hours and distribute as appropriate.
• Concierge – Provide information on local amenities, arrange transport (such as taxis), and assist with special requests.
• Payments – process transactions and manage invoices.

Perform other related duties as needed or assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Reporting Relationship

The Hospitality and Reception Assistant reports directly to the Office Administrator.

Essential Experience, Skills & Qualifications

• Experience of customer service in a professional environment is essential.
• Professional presentation and appearance.
• Punctuality and ability to work independently on assigned tasks as well as to accept directions on given assignments are also required.
• Customer Focus – exceptional verbal, interpersonal, written communication skills and a highly welcoming professional demeanor.
• Telephone etiquette.
• Organization - Ability to multitask, prioritize duties and stay calm under pressure.
• Tech Literacy – Proficiency with Microsoft office (Outlook, Word, Excel). Educated to GSCE or above.

Physical Demands

Must be able to move around the office up to 85% of the time to make copies, scan, file, etc. Remains stationary at least 15% of the time. This position operates computers and other office productivity machines (e.g., copier, printer, scanner etc.) on a regular basis. Occasionally required to move deliveries weighing up to 15 lbs. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 15% of the time.

Working Conditions

Office environment.

Hours

8:00am - 5:00pm or 9:00 - 6:00pm alternate weeks. 40 hours per week.

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Our London office is a modern, state‑of‑the‑art space in the heart of the City of London, now home to more than 60 transactional and dispute resolution lawyers who bring deep industry insight and strong commercial judgement to complex cross‑border matters. Our continued growth strengthens our ability to support clients operating in today’s interconnected energy and financial markets. Our London lawyers are recognized in Chambers and Partners UK and Legal 500 UK, and we are leaders among US firms in the ARL Advisor Rankings Guide. We are committed to building a diverse, inclusive workplace that reflects the communities we serve, and we look for highly motivated lawyers and business professionals who value our culture of respect, collaboration, and excellence.