We are seeking a highly organised, professional and proactive receptionist to provide exceptional front of house support whilst overseeing day-to-day management of office facilities. This role is office based and you will be responsible for creating a welcoming client experience, supporting legal professionals with administrative tasks and ensuring the office operates efficiently and effectively.
Key Responsibilities
Reception & Client duties
- Serve as the first point of contact for clients and visitors, ensuring a professional and positive experience
- Answer and direct incoming telephone calls in a professional and friendly manner, taking detailed telephone messages where appropriate
- Schedule appointments, meetings and conference room bookings with use of the company's shared calendar
- Manage incoming and outgoing post and deliveries
- Assist with client onboarding and document collection as required
Legal Administrative Support
- Provide Administrative support to solicitors, paralegals and staff
- Prepare and distribute legal correspondence and documents
- Maintain electronic filing systems in accordance with confidentiality requirements
- Assist with document management, scanning, copying and archiving
- Support meeting preparation, including scheduling and greeting clients/third parties in a professional manner
- Ensuring compliance with firm policies relating to confidentiality and data protection
Facilities Management
- Oversee the daily operation and maintenance of office facilities
- Coordinate maintentance, repairs, services and maintain service provider relationships
- Act as the primary liaison for external service providers
- Manage office supplies, equipment, furniture and inventory
- Ensure compliance with health, safety, security and workplace regulations
- Coordinate workspace allocations/moves and meeting room setups
- Support business continutiy planning and acitivities
Office Operations
- Identify opportunities to improve office efficiency and workplace experience
- Support employee onboarding by arranging workspace setup, equipment and office access
- Assist with internal events, training sessions and firm functions
- Monitor and maintain security access systems and visitor records
Qualifications & Experience
Required
- Previous experience in a receptionist, office administration, facilities management or support role
- Strong organisational and multi tasking skills
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office Suite and office management systems
- Ability to handle confidential information with discretion and professionalism
- Strong customer service and interpersonal skills
Preferred
- Experience of working within a professional services environment
Key Competencies
- Professionalism and client focus
- Attention to detail
- Time management and prioritisation
- Problem solving and initiative
- Relationship management
- Adaptability and flexibility
- Confidentiality and integrity
Work Location: In person
