Seeking a highly organised individual to join our Central Support team as a Receptionist & Office Assistant, serving as the first point of contact for visitors, clients and internal stakeholders, and providing a welcoming and professional environment. This role also assists the wider Central Support department such as Archives, Postal and Facilities, and Legal Support teams.

This a full time, permanent position. You will be working from our central London office 5 days a week, and you will need to be flexible in your working hours as and when required.

Job Duties and Responsibilities

Our Receptionist & Office Assistant plays a key role in supporting the Office Manager by ensuring that the client suite, reception delivery, and general office administration support runs smoothly, professionally and efficiently to ensure an exceptional client experience. Your role will involve:

Client Suite Delivery

• Continual attention to the reception mailbox where client suite meetings, conference, mediation, events etc requests are submitted, and that they are met in a timely manner and preparation is efficient
• Scheduling appointments and book meeting rooms via the firm’s Outlook calendar
• Ability to efficiently prioritise and manoeuvre meeting room bookings at the last minute, and ensure effective communication to relevant departments on any such amendments
• Continual attention answering incoming phone calls in a courteous and professional manner, to screen and direct callers
• Collaborating with the main building receptionist, greeting clients and guests as they arrive at the office, and notifying the relevant fee earner(s) of their arrival in a timely and professional manner
• Collaborating with facilities and housekeeping, and ensuring all meeting rooms, board rooms and event rooms are regularly set up and cleared down to a high professional standard, paying attention to specific requests such as video conferencing set up
• Arrangement and coordination of catering and refreshments for meetings and events
• Other ad-hoc tasks as requested by the Office Manager

Facilities, Postal Assistant and Archives

• Providing back up to the post desk in receiving, sorting and distributing daily mail (including DX), and deliveries both incoming and outgoing
• Providing backup archive support in accurately recording and arranging for files to be securely stored with the firm’s archives company, and arranging for the recall of archives when requested

Support to Legal Departments

• Providing support to PAs with administrative tasks such as data entry, filing, scanning and photocopying as and when requested
• Providing administrative case management assistance within the firm’s case management systems such as file closures, and digital dictation as required

Knowledge, Skills and Experience Required

• Proven experience as a receptionist or in a similar role
• Experience within the legal profession or professional services environment is desirable.  However, consideration will be given to candidates who pose exceptional experience in comparable roles in different industries and who can demonstrate transferable skills
• Proficiency in Microsoft Office Suite – Word, Excel, Outlook, Teams
• Excellent verbal and written communication skills
• Strong organisational skills and multitasking abilities
• Ability to prioritise accordingly and accommodate conflicting demands and deadlines
• Natural ability to adopt tact, confidentiality and discretion with sensitive and confidential information and data