legal Receptionist

Owen Reed is looking to recruit a diligent Front of House Assistant for a top law firm in London. To enable an excellent service delivery in the provision of reception desk and events management activities, including a first class meet and greet experience for clients and other visitors to multiple locations. Being the first point of contact for clients and others calling into and visiting our office, acting as a brand ambassador for the firm. To work closely with the relevant Facilities Team managers to continually improve the running of the reception and other client areas and finding ways of improving the client and staff experience. To comply with all the Front of House Conduct and Presentation Code.

Responsibilities

• Welcome clients, staff and any others who visit the firm and ensure their experience is a professional and attentive one.
• Handle incoming calls and emails including taking and passing on accurate messages.
• Organise hospitality and offer administrative support to the wider team and firm.
• Process and confirm meeting room booking requests in a timely manner, offering alternatives if needed.
• Liaising with relevant staff when arranging catering and equipment requirements for meeting room bookings.
• Respond to any request or task whether urgent or part of a project in a timely and effective manner.
• Assist Front of House Manager in any coordination needed for seminars/events and any AV requirements.
• Assist with resource planning and coverage during sickness and holiday absence.
• Liaise with relevant Facilities and Office Services team members when any support is required from or needed by reception.
• Client centric and service approach to all duties and requests made of the reception team.
• Action any reasonable request instructed by clients, staff and others associated with the firm.
• Raise any operational or wellbeing concerns as needed through the various communication channels available.
• Support Firm-wide or departmental internal or external changes.
• Assist where needed with any induction of temporary or new staff.
• Work with relevant Facilities team managers and their team members to ensure effective working relationship between the service providers and the wider business.
• Build and maintain a strong and effective working relationship with all our staff and any 3rd party providers to ensure the smooth running of the reception and other client areas.
• Keep all information about the firm’s clients and business confidential and instil this value on the service providers.
• Support Front of House Manager with event management as and when required at 66 and 55 LIF locations.
• Adhere to Front of House Conduct and Presentation Code.
• Manage, co-ordinate and participate in other ad hoc projects and working parties as required by the firm more widely.

Skills and Experience

• Previous experience in a similar role in a law firm or professional services firm.
• Command of the English language, both written and oral communication.
• Proficiency in relevant office equipment and computer applications including booking system, MS Office and AV equipment.
• In-house event operations experience including effective and efficient planning, implementing and reviewing for improvement.
• Sensitive to confidential information, always working with integrity, diplomacy and pleasant demeanour.
• Remain calm under pressure and when dealing with competing demands, tasks and requests.
• Organised, proactive and structured approach with the ability to multitask and prioritise.
• Ability to win trust and confidence of internal stakeholders.
• Leads by example with communication and other interpersonal skills.
• Proactive client service approach, anticipating problems and hands-on team worker.
• Able and willing to follow directions and procedures whether given by a line manager or peer.
• Attention to detail, ability to focus, follow-up and follow-through.
• Motivation to promote best practice and efficiency with internal and external stakeholders.