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CV-Library

Acting as the first point of contact for both internal and external visitors to the London office. Providing a warm welcome and exceptional service to our clients and ensuring the reception and switchboard function runs smoothly and professionally. Working as part of a team with varying shift patterns to cover the core hours of Reception. May need to change shift pattern from time to time to meet business needs.

Client Details

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.

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

Conference Rooms/Visitor Offices

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

Switchboard Duties

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

General

Assist the Conference Services London Supervisor with various tasks as and when requiredProfile

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 hoursJob Offer

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

 

£35000 – £38000/annum with additional benefitsAnnum

 

Full TimePermanent

 

 

To apply for this job please visit www.cv-library.co.uk.