Reports to: Office Manager & Liaison Manager
Job Summary:
We are seeking a highly organised and professional person to manage front desk operations and support various administrative functions within our law firm. The ideal candidate will be the first point of contact for clients and visitors, ensuring a welcoming environment while assisting with secretarial, administrative, and facilities management tasks.
Key Responsibilities:
Reception Duties:
- Greet clients, visitors, and guests in a professional and courteous manner.
- Answer, screen, and direct incoming phone calls to appropriate personnel.
- Manage appointment scheduling and maintain the office calendar.
- Handle incoming and outgoing mail and packages.
- Preparing refreshments and beverages for clients, visitors and colleagues.
- Ensure the reception area and surrounding meeting rooms/offices are tidy and presentable.
Secretarial Tasks:
- Assist the firm’s liaison team with document preparation, including opening files, closing/archiving files, creating client care letters, and assist the liaison team with other administrative tasks.
- Maintain and organise files, both electronic and paper.
- Perform data entry and manage client databases.
- Liaise with consultant lawyers of the firm with duties under the firm’s consultancy programme.
Administrative Support:
- Coordinate office supplies and equipment maintenance.
- Assist with billing and invoicing processes as needed.
- Support firm-wide projects and initiatives as directed.
- Maintain and update compliance records.
- General office admin tasks.
Office & Facilities Management:
- Oversee maintenance and cleanliness of the office environment.
- Liaise with vendors and service providers for facility-related needs.
- Monitor and arrange for repairs and upkeep of office equipment, furniture and office essentials.
- Ensure kitchen facilities are kept clean at all times.
- Ensure any refuse or recycle is deposited in the relevant place.
- Ensure compliance with health and safety regulations within the office.
Qualifications:
- Proven experience in a receptionist, administrative, or facilities management role, preferably in a law firm or professional services environment.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and legal management software.
- Strong written and verbal communication skills.
- Excellent organisational skills with the ability to multitask and prioritise effectively.
Skills and Attributes:
- Professional demeanour and appearance.
- Strong attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Discretion and confidentiality in handling sensitive information.
- Customer-oriented mindset with a commitment to providing exceptional service.
Working Conditions:
- Full-time position, 35 hours per week, Monday to Friday.
- Office based role
Salary description
£23500.00 - £27500.00 per year