First Impression Assistant (MAT cover)

Salary: £29,000 per annum plus company benefits

Location: London, EC2V 7AW

Contract: Full Time, Fixed Term contact for 1 year

Shifts: 37.5 hours per week, Monday – Friday, shifts between the operational hours of 8am and 6:30pm with 1 hour break

Work model: Fully onsite due to nature of role

Purpose of role

The First Impression Assistant is the first point of contact for visitors calling or visiting our client’s office and is a brand ambassador. Duties include welcoming clients and visitors to the office, handling switchboard calls, organising and preparing hospitality and offering administrative support to the firm. Every task which is undertaken must be delivered with an exceptional customer service approach.

A successful First Impression Assistant should have a welcoming and pleasant personality, with the ability to easily build rapport with people. They’ll be able to deal with urgent tasks in a timely and effective manner, and the ability to multitask is important for this position. This role requires working in shifts, so flexibility is a plus.

Key responsibilities

• The role operates on a rota basis covering hours between 08:00 and 18:30, across both reception and pantry shifts. On occasion, earlier start times or additional hours may be required to support scheduled meetings or events. Any additional hours worked will be paid in line with company policy.
• Liaise closely with the First Impression Team Leader to coordinate daily activities, priorities, and coverage across reception and pantry shifts.
• Act as a professional first point of contact for visitors, clients, and external contacts during reception shifts, ensuring a welcoming and well‐managed experience.
• Manage visitor processes, including sign‐in, access procedures, and liaison with internal hosts.
• Coordinate meeting room bookings, room setup, and transitions to ensure rooms are prepared accurately and on time.
• Support pantry operations, including preparation and service of tea, coffee, and refreshments for meetings, hearings, and internal events.
• Coordinate lunch orders for meetings and events, liaising with internal teams and suppliers in line with agreed processes.
• Monitor stock levels within the pantry and meeting rooms and flag replenishment requirements in line with established processes.
• Assist with lunch setup and clearing, ensuring service areas are presented to agreed standards.
• Maintain cleanliness and organisation of the pantry, including restocking supplies and preparing equipment for daily use.
• Carry out glassware care, including occasional glass polishing, to support client‐facing hospitality requirements.
• Liaise with internal teams to confirm hospitality, room, and timing requirements ahead of scheduled meetings.
• Handle incoming calls and general enquiries, directing them appropriately and responding professionally.
• Maintain high presentation standards across reception, meeting rooms, pantry, and shared client areas.
• Monitor and escalate facilities or front‐of‐house issues in line with established processes.
• Keep front‐of‐house systems, booking tools, and records accurate and up to date.
• Work collaboratively with the wider First Impression team to ensure consistent service delivery and appropriate coverage.
• Adhere to security, health and safety, and hygiene procedures at all times.
• Provide first‐line troubleshooting support for meeting room AV equipment, escalating issues in line with established processes where required.
• Issue permanent and temporary access passes in accordance with security procedures, ensuring records are maintained accurately.

Personal attributes

• Previous reception or customer‐facing front‐of‐house experience is preferred
• An energetic approach that shines through in your work
• A team focused attitude
• A professional, service‐oriented approach to delivering a positive visitor experience
• A committed attitude and dedication to creating a memorable guest experience
• Fluent written and spoken English
• Experience using email and Microsoft packages
• Excellent personal presentation

Rewards and Benefits:

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com.