AJ Chambers are working with a top boutique Law Firm who specialise in advising public and privately owned businesses.
They are looking for an experienced individual who will work closely with the Business Services team and all fee earning teams as well as assisting with The Front of House team. They are the first individuals that visitors meet and should therefore provide a professional and quality service.
The role: -
The Front of House team must be able to maintain professional discretion with sensitive and highly confidential information.
Key to the position is the ability to be organised, proactive, flexible, resilient, and being positive to ensure a seamless delivery of tasks and enquiries with the Firm and to clients.
The hours are 8.30am to 5.30pm which provides full support during the Firm's core hours. There may be periods where flexibility would be appreciated in periods of staff absence or peak business times.
The person will have responsibilities and duties which will include, but will not be limited to;
- Maintain highest levels of client service while demonstrating a friendly and cooperative attitude;
- Management of meeting room reservations and provide assistance with meetings (on premise and virtual), which includes scheduling, organising, preparing materials, IT set-up, AV, refreshments, setting up and clearing meeting rooms;
- Answer calls in a professional manner and take ownership of enquiries, and ensuring the enquirer receives an appropriate response;
- Advising hosts of their client's arrival and offering beverages, and keeping clients updated if host is running late;
- Monitor reception mailbox and deal with emails promptly;
- Assist at client and any Business Development functions;
- Interact appropriately and in a professional manner with all levels of management as well as internal and external clients and contacts;
- Ensure all front of house areas are maintained to a high standard and tasks are carried out promptly where required;
- Maintain visitor lists in the event of fire and liaise with relevant personnel;
- Restock conference room supplies and keep inventory and records for supplies and check deliveries for accuracy;
- Booking taxis and arranging couriers on request;
- Provide legal support/admin assistance to fee earning departments including bundling/paginating/copying/collating documents;
- Completing legal forms;
- Producing posting slips/Chaps forms;
- Filing;
- Collection of DX in the morning;
- Collection of post from the Salisbury House post room upon notification;
- Assist with the opening, sorting and scanning of post in line with the firm's policy;
- Monitoring the central mailbox and dealing with copying/scanning/printing/binding/laminating requests; and
- Monitoring the central mailbox and dealing with any requests to collate/amend/print and post original documents in line with the firm's policy.
Person specification: -
- Display an organised approach to work, operating with a professional attitude, and prioritising tasks in an efficient manner.
Essentials: -
- Possess good IT skills with knowledge of office based packages e.g. Microsoft Word, Excel and Outlook, etc.
Experience of formatting documents and maintaining lists and spreadsheets.
- Knowledge of telephone conferencing systems and switchboard/meeting room booking systems and boardroom projector facilities (desirable).
- Knowledge of Microsoft Teams/Zoom (desirable)
- Strong organisation and time management skills.
- Adapt quickly and action accordingly to last minute bookings and changes.
For further information please contact Ella Britton