The post is for a full-time Receptionist to work in our London office working alongside two others to form the core Client Services Team which comprises of Front of House, Reception and Hospitality.
The Client Services Team cover all 3 roles by way of a rota and your tasks are relevant to the roles.
Front of House
Dealing with clients in person. Dealing with suppliers in person. Assisting with incoming calls. Ensure the Reception and waiting area are kept clean and tidy. Ensuring Fee Earners collect clients from the waiting room as soon as possible. Recording of personal attendances into the office and out; deliveries received and collections and oath fees received. Assisting with room booking enquiries Recording meeting room usage
Dealing with all incoming calls to the switchboard, both internal and external. Taking brief but detailed messages and e-mailing the recipient and their secretary/ assistant in a prompt and efficient manner. Monitoring incoming faxes and passing on to the correct recipient accordingly. Monitoring website enquiries and passing them on to the correct person/Team. Monitoring out of hours enquiries and passing them on to the correct person/Team.
Providing refreshments for meetings. Ensuring meeting rooms are cleared promptly and prepared in readiness for the next meeting. Assisting with provision of refreshments for Marketing Events as and when required [client meetings are to take priority]. Ordering of catering when require Monitoring of supplies and re-ordering to ensure there is sufficient stock
In addition, there is a requirement to undertake administrative duties which are usually undertaken within the Reception role but in the event of absences, you will be required to assist as necessary. These tasks are:
opening of morning post Assisting with opening of the DX when required. Assisting with the franking of the evening postwhen required. Updating legal publications. Booking train travel Weekly stationery orders
There may be additional tasks you will be required to undertake to assist the Business Services Team. These tasks will be delegated by the Head of Business Services and where necessary, training will be included. Such tasks may include the following:
Entering of database Compliance file reviews Any other administrative tasks which may be requested by the Head of Business Services & Quality Assurance as and when necessary.
The candidate will be expected to:
Monday to Friday – 08:30 – 17:30
The candidate should be willing to be flexible as and when required to meet business need