Receptionist / Facilities Assistant

Business Unit - Operations

The Vacancy

We are currently recruiting for a Receptionist / Facilities Assistant. This is a combined role covering the daily Front-of-House with some admin and IT functions. Being the main point of contact for clients visiting the offices by creating an excellent first impression, as well as the main contact for all internal clients within the office.

Key Responsibilities

Front of House Duties:

• Providing a warm, welcoming first impression of the highest standard when meeting clients entering the building
• Promptly and courteously answering and recording telephone/reception enquiries and dealing with persons calling at the office with appointments or documents
• Look after clients in reception area, notifying fee earners of their arrival and showing them into the meeting rooms as required
• Consistently logging every item and visitor for the records with time and fee earner’s details
• Providing refreshments for clients/meetings where requested and always offer on arrival
• Working with tact and discretion with clients on the telephone/face-to-face
• Using Microsoft Teams, answer telephone enquiries promptly and efficiently
• There might be the necessity to cover the reception function in another office
• Ability to flex up and cover colleagues during Annual leave

Administrative Duties:

• Delivering internal support to all internal client requests as and when required
• Investigating and responding accordingly to any reports of breakdowns or faults. In conjunction with the local facilities team contacting or arranging maintenance/repair of services where required
• Assisting the client contact manager in the procurement of consumables, non-consumables and general services for the office
• Managing storeroom, control of rubbish/recycling and kitchen standards
• Oversee cleaning standards; liaise with company if issues arise
• Distribution of files/deeds/wills from off-site storage premises
• Liaising with the local facilities team regarding post, scanning and reprographics and scanning and archives to store
• Dealing efficiently with all internal departmental file requests

Health & Safety:

• Any relevant and necessary tasks as requested by the Client Contact Manager

IT:

• Provide remote hands for the IT service team. Responsibilities may include checking cable connections, swapping peripherals (keyboards, mice) and being the on-site contact for using the Video Conferencing equipment

Skills, Experience and Attributes

• Minimum of 5 GCSEs A-C (Including English and Maths)
• Experience of working within a receptionist role in a professional services environment
• Experience of undertaking general admin duties i.e. reprographics, scanning, filing, photocopying etc
• Experience of dealing with telephone-based enquiries and utilising a switchboard
• Excellent organisation capability with the ability to effectively prioritise
• Customer service focused
• Front of house experience
• Prepared to undertake ancillary duties

The Company

As a people-focused firm, ours is a culture of heart, not ego. In our inclusive environment, we support each other as we strive for success. For ourselves. For each other. And for our clients and communities.

We know our people are what sets us apart. That’s why we’re committed to creating a dynamic and inclusive environment where you can thrive and achieve your full potential. Because this isn’t 'just another job in law’. This is an opportunity for ambitious legal professionals to develop rewarding careers, in a culture that cares.

We’re on a mission to create a dynamic and inclusive culture. And that starts with our recruitment process. If you have a disability, whether visible or not, we want to work with you every step of the way. Because we want to give you the best chance of success when you apply.

If you are interested please submit your CV to Tanya Browns Recruitment Group as directed.