Receptionist

Department

The Receptionist is a member of the Firm’s administration and facilities business services team.

Main purposes of role of a Receptionist

The successful candidate will join the firm's Reception team, working part-time on a week-on, week-off basis. This role requires someone with excellent reception and administrative skills to ensure a high standard of front-of-house services. Responsibilities include professionally welcoming visitors while managing various administrative tasks. As the face of the firm and the first point of contact for clients, visitors from other offices, and staff, this is a key hire for the London office of approximately 60 people.

We are seeking a dedicated individual with a strong work ethic and a genuine enthusiasm for working in a law firm. This dynamic role combines hands-on administrative responsibilities with traditional receptionist duties. The ideal candidate will be an energetic, proactive team player with a passion for engaging with people and delivering outstanding client experiences.

Key duties of a Receptionist

• First point of contact for the firm clients at reception, providing a high level of client care in all activities, demonstrating professionalism and attention to detail at all times.

· Dealing with all clients, either in person, via email or telephone, in a courteous and highly professional manner, delivering excellent client care.

· Registering visitors on the buildng’s visitor management system and promptly informing the relevant parties of their arrival.

• Booking all conference rooms and related requirements accurately using conference room booking software.

· Check the conference room bookings for the following day to ensure that all details are correct and to the required standards.

· Manage conference room set ups – before, during, and after meetings and oversee the use of audio visual and associated equipment, plus any delivery and removal of catering orders.

· Ensure that the conference rooms and reception area are kept tidy and in good working order to the required standard.

· Monitoring the switchboard and front desk area, screening phone calls, redirecting calls, and taking messages.

• Handling mailroom services – managing incoming and outgoing mail and couriers and ensuring that internal and external mail is distributed effectively.

· Book all Concierge Requests – taxi's, flowers etc., in accordance with the instructions given.

· Deal with client requests for printing, photocopying, etc., promptly and in accordance with the instructions given.

· Coordinate and place food orders with external catering vendors as needed for meetings and events.

· Prepare and arrange food and beverages for internal meetings and client events, ensuring presentation meets required standards.

· Process vendor invoices in a timely and accurate manner, ensuring all details are correct and properly documented for payment approval.

· Willingness to receive first aid and fire warden training.

· Willingness to perform other related duties as needed.

Person Specification of a Receptionist

• Highly experienced in reception and front of house duties in a professional office.
• Previous experience working in Legal, Professional Services or a Corporate environment.
• Experience of secretarial duties in a legal environment is an advantage.
• GCSE in Mathematics and English (minimum grade of C/4).

· Trained as fire warden and/or first aider is an advantage.

• Excellent organisational skills, able to manage multiple priorities, with experience of managing end to end tasks that require multiple touch points.
• Excellent communication skills, with the ability to work confidentially, confidently and collaboratively.

· Excellent telephone manner and smart and professional in appearance.

· Ability to develop and maintain positive working relationships with all relevant stakeholders, both internal and external, and to work as part of an effective team.

• Self-motivated, resilient, reliable, disciplined individual with excellent problem-solving skills.
• IT literate, able to comfortably pick up new systems with a logical approach, with solid working experience of PC literate including the use of Microsoft Word, Excel, PowerPoint. Including experience of using an event management booking system.
• Friendly and approachable, with a positive can-do attitude.
• A calm, clear thinker with keen attention to detail; a multi-tasker who enjoys a fast-paced working environment, with the ability to work under pressure, prioritise and keep calm.
• Excellent attention to detail and accuracy.

· High levels of confidentiality and security of the firm’s and client documentation and information.

Working Pattern

Core office hours are 9:30am to 6:00pm. This role will require someone to be present in the office Monday to Friday.

This role may occasionally require the incumbent to work independently outside the core office hours.