Receptionist

My client, a leading City based law firm, are seeking a Receptionist to join their busy team for the hours of 12pm – 9pm Monday - Friday.

Working in a dynamic, professional environment, the reception team’s role is to provide a first class customer service experience to both our external and internal clients, while delivering its main functions, including but not limited to, meeting and greeting visitors; answering switchboard calls, booking meetings and ancillary services, taxis and visitor offices.

Attention to detail is paramount to deliver a high quality, proactive and personalised service, which also includes accurate and timely communications, coordination across support departments and positive teamwork.

JOB RESPONSIBILITIES

• Greet guests, clients and firm personnel in a professional, friendly and hospitable manner.
• Promptly contact the relevant host and ensure that visitors are met and/or accompanied to the appropriate meeting room or floor location.
• Greet visiting attorneys from other offices and escort to visitor office, explain location of services, contact secretary and IT.
• Professionally answer all incoming telephone calls and respond to queries, ensure telephone calls are transferred or redirected accordingly.
• Reply to reception e-mails in professional and timely manner.
• Using the global room booking system, book on the day meetings and visitor office requests, along with catering, AV and other services.
• Communicate effectively with other support departments, such as AV, catering and facilities requests for meetings.
• Ensure rooms are setup for each meeting and checked on completion, accordingly liaise with other departments to achieve this.
• Enter visitor name(s) to the building visitor management system.
• Organise taxi bookings using online booking system, ensuring adherence to the firm’s travel policy.
• Process building pass requests (permanent, temporary staff and contractors), and liaise with Security re visitors, clients and contractors.
• Keep Reception Area, Conference Rooms and Cloakroom tidy.
• Report technical issues and liaise with appropriate person or department for technical assistance.
• Coordinate evening food delivery service, conduct new delivery service runner orientation and assist runners if required.

QUALIFICATIONS

• Exceptional customer service orientation.
• Excellent telephone etiquette.
• Excellent verbal and communication skills.
• Meeting room booking software experience.
• Switchboard experience.
• Reliability, commitment and punctuality.
• Maintain flexibility with work assignments and schedule, cover other reception and reservations shifts when required.
• Ability to handle multiple priorities, meet deadlines and work well under pressure, have flexible attitude.
• Ability to communicate and work effectively with clients and all levels of employees. Professional attire and demeanour.
• Ability to maintain confidentiality.
• Ability to work as part of the support services network.