Receptionist/Estates Assistant

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Term: Permanent
Working hours: Full-time
Team: Estates Management
Location: Belfast
The firm

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 100 law firm to achieve “Gold Standard” Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance and pomposity makes Shoosmiths a fantastic place to work.

The team

Estates Management is the integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. This encompasses multi-disciplinary activities within the built environment and the management of their impact upon people and the workplace. Effective estates management, combining resources and activities, is vital to the success of any organisation. At a corporate level, it contributes to the delivery of strategic and operational objectives. On a day-to day level, effective estates management provides a safe and efficient working environment, which is essential to the performance of any business – whatever its size and scope.  Responsibilities of this team include property strategy, space management and communications infrastructure to building maintenance, administration and contract management.

The role

To foster good working relationships within the office and to provide a first class service to all external and internal clients, showing professionalism and displaying a friendly disposition at all times. Assist with estates assistant duties as and when required.  This role includes but is not limited to the following:-

Main responsibilities
  • Working as part of a team to coordinate the front of house reception.
  • Professionally and promptly, meeting and greeting all of the Firm’s clients, any visitors and any internal visitors from other offices.
  • Ensuring front of house, including all meeting rooms and boardrooms, together with the client lounge area, front desk and admin room are completely clear of any clutter and kept neat and tidy at all times.
  • Working with the PA’s and Legal Advisers to support and understand their requirements, asking questions to ensure all requirements are covered and understood (such as, numbers of attendees for events, numbers of internal and external visitors, catering requirements, refreshments, duration of meetings, meeting room set up and IT equipment, name badges and handout notes/paperwork)
  • Managing and co-ordinating the electronic meeting room booking system for 5 meeting rooms.
  • Managing and co-ordinating all client hospitality and client catering for all types of events which can include early morning breakfast seminars, client and staff lunches and evening cocktail events.
  • Setting up and preparing the meetings rooms, boardrooms, seminar suite and training room in advance of any meetings or events taking place to ensure all audio visual equipment, furniture requirements and catering is in place and ready and refreshed as required by the meeting/event host.
  • Answering the telephone on Reception within 3 rings and providing a switchboard service to the office transferring calls and dealing with incoming queries.
  • Dealing with incoming email requests and meeting room requests and ensuring these are checked and processed throughout the day on a regular basis and in a timely manner.
  • Allocating hot desks for internal visitors.
  • Conduct daily monitoring checks of the entire reception suite to ensure all areas are ready for use at any time and dealing with or reporting any issues to the Estates Manager.
  • There will be a requirement to provide an out of hour’s service for events and seminars (hours of work to be agreed prior to events with the Estates Manager and the team to ensure all hours are covered).
  • Reconcile and process the reception invoices for Estates Manager approval.
  • Responding to internal personnel change notifications and ensuring all actions are diarised and carried out in advance of the changes/staff arrivals.
  • Setting up legal connect telephone conferencing for recorded calls and court hearings.
  • Arranging telephone conference calls, video conference calls and taxi bookings.
  • Arranging catering supplies where required for events and meetings as required.
  • Checking stocks and catering supplies and refilling/ordering replenishments where necessary.
  • Produce weekly reception activity stats for submission to the Estates Manager each Friday.
  • Identifying any problems and acting on them promptly and efficiently raising points with the Estates Manager if necessary.
  • Use Outlook diary to share communications via the event functions where required
  • Assisting with DSE assessments for new starters, pregnancies, office moves and any other staff related changes as and when required.
  • Produce holiday handover holiday notes to ensure continuity of service.
Skills and qualifications
  • At least 12 months previous Receptionist experience within professional services, ideally within legal
  • Experience in co-ordinating events desirable
  • Provide a high quality client service at all times with a positive, can do, calm and confident attitude
  • Ability to work flexibly, covering early morning and evening meetings/events where necessary
  • Sufficient and accurate keyboard skills, using outlook, word, excel
  • Confident in setting up audio visual equipment and troubleshooting during client meetings from time to time
  • Excellent personal presentation with a professional and respectful demeanour
  • Attention to detail with and a neat and tidy approach to working practices
  • A polished, friendly and helpful approach to dealing with any problems that may arise
  • Confident when dealing with suppliers and service engineers
  • Organised, paying close attention to detail and tidy approach to work
  • Willing to work well alone and within the team, with a supportive approach
  • Have the ability to work under pressure and meet deadlines getting things right
  • Have a flexible approach to work
  • Excellent internal and external client care skills
  • Self confidence and ability to demonstrate initiative
  • Ability to grasp things quickly and easily
  • Ability to identify problems and act on them promptly and efficiently
  • Enthusiastic, energetic with a positive, can do attitude
  • Taking care and attention with all correspondence and documentation
  • Ability to adapt to change, new practices and remain calm under pressure and find solutions, aligned with Shoosmiths values and culture
  • Excellent presentation skills reflected in work
  • A methodical and organised approach with keen attention paid to every detail
  • Good organisational skills to ensure that the tasks are effectively scheduled within working time available, and that urgent work is completed and returned within the specified timescales
  • The ability to support and encourage colleagues particularly when they are under pressure
  • Excellent communication skills
  • Due to the sensitive nature of our business it is imperative that confidentiality is adhered to at all times. 
Equal opportunities

Shoosmiths is a committed Equal Opportunities employer promoting equality of opportunity. This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.