Receptionist in London

I am working with an offshore law firm whom are looking for an experienced Client Services and Operations Assistant. The role is five days in the office and the hours are 9am-5.30pm. The firm are offering an excellent salary (depending on experience).

Due to the continued growth in the London office, we are seeking an experienced Client Services and Operations Assistant to provide exceptional front-of-house, administrative and operational support. You will be part of a small, dedicated team known for being proactive, professional and forward thinking, ensuring the office runs smoothly and delivers outstanding experience for colleagues and visitors.

Duties, Responsibilities & Person Specification

• Welcome guests on arrival, ensuring a warm, polished and professional experience, and promptly notify relevant colleagues.
• Act as the first point of contact for all enquiries, professionally managing the switchboard, London Operations inbox and in-person queries.
• Coordinate meeting room bookings and logistics, including room set-up, presentation materials, IT support, refreshments/catering as required.
• Support internal and external meetings, seminars and staff events, ensuring smooth execution and excellent service throughout.
• Manage office consumables (kitchens, conference rooms, print rooms etc.) ensuring supplies are fully stocked and replenished in a timely manner.
• Oversee security protocols and access control processes for visitors to the office, including issuing, deactivating and reconciliation of passes in line with office security procedure.
• Handle incoming and outgoing mail, including courier arrangements, ensuring accurate tracking and cost recharging.
• Coordinate repairs and maintenance with vendors, ensuring issues are resolved promptly to keep the office fully operational.
• Support office moves, desk and locker allocations, and the upkeep of fixtures and fittings.
• Assist with the New Joiner onboarding process, including preparing induction materials and delivering office and fire evacuation briefing.
• Provide a wide variety of administrative support to the Office and the Head of Operations, including calendar management, meeting arrangement and special projects.

Education, Skills & Experience

The ideal candidate will be proactive, professional and able to deliver a high standard of service in a fast-paced office environment. They should demonstrate the following skills and attributes:

• Excellent communication (both written and verbal) with the ability to engage confidently with colleagues and visitors at all levels.
• Strong interpersonal skills with tact, diplomacy and discretion required to handle confidential matters appropriately.
• Strong organisational skills and the ability to prioritise workload to meet deadlines.
• Excellent time management skills and the ability to manage competing demands effectively.
• Ability to work independently, remain calm and professional when responding to changing needs, unexpected situations or urgent queries.
• Flexibility to support occasional activities outside normal working hours, where necessary.
• Participate in continuously improving services through critically evaluating systems of work, contributing ideas to enhance efficiency and service standards.
• Experience gained from a law firm or professional services environment.
• Educated to A-Level standard or equivalent (including Maths and English).