Receptionist
Posted 1 week ago by Job Board - LinkedIn on Linkedin
Negotiable
Undetermined
Undetermined
London, England, United Kingdom
- Excellent opportunity within global US law firm |Join their team of 270 in the London office
A global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Join the London office consisting of 270 employees.
Job Description
Reception
- Greet all clients and visitors to the office and notify meeting host and any relevant parties of their arrival. Ensure clients receive VIP treatment
- Ensure clients' needs are anticipated and prioritised at all times and pro-actively seek out ways in which to improve client satisfaction
- Liaise with and respond to email and verbal requests/queries from all clients (internal and external) in a prompt and professional manner
- Liaise with other receptionists, AV team, catering team, facilities team in the smooth running of the client floor
- Provide basic admin support for clients when required, i.e. printing, scanning, photocopying etc
- Maintain orderly appearance of the reception area and client meeting rooms, and notify the Facilities team of any missing or damaged equipment so that it can be replaced/repaired
- Prepare holiday cover and end of day handover notes to ensure a smooth transition
- Allocate temporary passes, maintaining log of all passes, requesting return and deactivation where necessary
- Liaise with ground floor reception regarding arrangements for out of office hours visitor arrivals, special events and last minute guests
- Use online room booking system to reserve, move, amend or cancel bookings, including catering and any Facilities and AV requirements
- Respond to all room booking requests and manage the allocation of the London meeting rooms/visitor offices/video conference services. When necessary, re-allocate meeting rooms in accordance with the meeting organiser's original requirements and notify anyone involved (organiser, AV, catering etc) of any changes to their booking
- Check meeting room set ups in advance, making sure all equipment, catering and any other requests have been provided according to the booking instruction
- Regularly check rooms for any maintenance issues and alert Facilities where necessary
- Maintain stocks of stationery for the client meeting rooms, placing orders where necessary
- Ensure all documents are removed from rooms swiftly and client confidentiality rules are adhered to at all times
- Check visiting Ropes & Gray lawyers' requirements, producing weekly memo for the London office, advising of all visitors due the following week and their allocated office and secretarial support. Send email to visitors in advance of their arrival, welcoming them to the London office and confirming all details
- Liaise with ground floor reception regarding arrangements for out of office hours visitor arrivals, special events and last minute guests
- Answer the London switchboard calls promptly and professionally, in a warm but professional and confident manner
- Announce all callers, offering the caller the opportunity to leave a voicemail message should it not be possible to connect them in person
- Assist the Conference Services London Supervisor with various tasks as and when required
- Educated to minimum GCSE level or equivalent
- Front of house, or customer facing experience required, preferably within a law firm or professional services environment
- Proficiency with the MS Office (mainly Outlook and Word, but knowledge of Excel and PowerPoint would be helpful ) applications, FileSite and other software related to the core functions of the Firm
- Knowledge of EMS room booking systems is highly desirable
- Excellent communication skills, both written and oral, with the ability to communicate appropriately at all levels of the firm via email, phone and face to face
- Ability to prioritise workload and use initiative, with a "can do", helpful and proactive attitude
- Positive, professional attitude, able to remain calm under pressure
- Punctual, reliable, dependable and team-orientated
- Well organised, with the ability to multi-task
- A critical eye for detail and consistency
- Professional demeanour. Presentation and style appropriate for an international law firm
- Courteous, conscientious, considerate team player with a warm and hospitable nature
- Willingness to be as flexible as possible when work is required outside of established business hours
A competitive salary from 35,000 and additional benefits. The working shifts for this role are as below and you will need to be flexible in taking on varying shifts.
- 08:00 - 16:30
- 09:00 - 17:30
- 10:00 - 18:30
Quote job ref: JN-012024-6316421
Brand: PP