Receptionist

Receptionist

Looking for a Receptionist to provide day time reception cover, as well as support services for visiting lawyers.  This will entail handing over work to the Evening Receptionist and receiving such from the previous night to ensure a seamless transition.

In this sophisticated multi-national practice, a team orientated, pro-active approach is essential. This
role will encompass managing the Firm’s Reception using ‘EMS to manage the meeting room
bookings, providing a high quality and smooth running service to internal and external clients and
visitors, including maintaining and supporting the catering requirements for the conference rooms,
general services and management of documenting usage and liaising with external vendors.

PRINCIPAL DUTIES AND RESPONSIBILITIES OF THE RECEPTIONIST
- Opening the reception desk each morning and ensuring newspapers are out, voicemail,handover and
  outstanding emails all checked for 8.30 am and ready to start the day.
- Working with and taking direction from the full time Receptionist. Responsible as part of a team
   for providing a seamless reception service,covering the full range of reception duties.
- Organising and liaising with clients, legal secretaries and other third parties for meetings and conference
  calls, running the conference rooms, booking conference rooms using the Firm’s conference booking 
  system.
- Setting up meeting rooms and visitor offices as required.
- Greeting all visitors, announcing their arrival, offering to hang coats and bring beverages while the visitor
  waits and direct them to their destination.
- Answering and dealing with telephone calls in a professional and courteous manner, ensuring calls are
  answered quickly, taking complete and accurate messages and treating all callers professionally.
- Work collaboratively in a team with the other receptionists.
- Seamless transition of duties to the Evening Secretary.
- Liaising with Administrative Supervisor/ Office Administrator regarding the booking of Corporate    
  Apartments. Communicating effectively with housekeeping to ensure the apartments are cleaned when
  necessary.
- Handling hotel bookings for internal and external clients visiting the office.
- Ordering food for conference room use.
- Ordering taxis’ as necessary.
- Data entry and running weekly reports from internal receptions systems to produce metrics data.
- Organisation of and participation in in-house events as required.
- Display professionalism, quality service and a "can do" attitude to internal members/departments of the
  Firm as well as external clients and vendors via electronic and print correspondence, over the telephone
  and in-person.
- Allocated to internal and external visitors as required.
- Maintaining diaries and schedules for visitors; travel arrangements and internal and external lunches.
- Being a point of contact for the above’s clients / visitors.
- Providing administrative assistance where required, including but not limited to assistance with,
  correspondence and faxes.
- Use the Firm’s technology, including advanced Word, Excel, PowerPoint and Outlook, information
  systems, conduct Internet research, expenses, billing administration and document management
  systems.
- Maintain professional and effective dialogue with clients when fee earners are away, ensuring close
  liaison with client care.
- Communicate and liaise with colleagues and the Firm’s other offices on day to day matters.
- Carry out general administration tasks, including making arrangements and preparing itineraries for
  business travel, photocopying, scanning and document preparation.
- Assisting all office and Firm-wide staff promptly.

MINIMUM QUALIFICATIONS
Required Skills:
- Fully proficient in office IS systems such as Word, Excel, PowerPoint and Outlook.
- Experience of law firms’ or professional services environment.
- Experience in providing a professional front of house service including experience in dealing with
  caterers and hosting events.
- Able to communicate at all levels with clarity, timeliness and appropriateness to achieve a
  positive outcome.
- Able to manage assignments and organise work to meet needs.
- Attention to detail with the ability to complete assignments with minimal supervision.
- Appreciates the need for accurate and error-free work.
- Ability to optimise time particularly when there are fewer visitors.
- Ability to prioritise workload.

Required Experience:
- Prior experience gained in a law firm / professional services environment (accounting, consulting or
  financial services) supporting both Partners and other professionals.
- Fast and accurate typing skills.

Preferred Qualities
- Acts as a team player, supporting colleagues at all times.
- Professional with the ability to represent the Firm to external clients.
- Committed, enthusiastic and proactive.
- Flexible with a positive attitude.
- Understands the importance of confidentiality within the Firm.