Receptionist

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.

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.

To provide a first class service to all external and internal clients, showing professionalism and displaying a friendly disposition at all times.

This role includes but is not limited to the following:-

• 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, both internal and external.  Liaise with ground floor reception daily.
• Ensuring client suite is completely clear of any clutter and kept neat and tidy at all times
• Managing and co-ordinating the electronic meeting room booking system for 15 meeting rooms
• Assisting in the co-ordination and delivery of client hospitality
• Setting up and preparing the meetings rooms in advance of any meetings or events taking place to ensure all audio visual equipment, furniture requirements are in place
• Answering telephones, dealing with enquiries and transferring calls
• Checking emails and ensuring any requests are actioned in the appropriate and timely manner
• Co-ordinate on-site parking
• 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
• Checking stocks and catering supplies and refilling/ordering replenishments where necessary
• 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

• Must have previous Receptionist experience within professional services, ideally within legal
• 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
• Excellent personal presentation with a professional and respectful demeanour
• Attention to detail with a neat and tidy approach to working practices
• A polished, friendly and helpful approach to dealing with any problems that may arise
• 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
• 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
• 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

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.