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Owen Reed is recruiting for a 2 part time Receptionist to join our Facilities and Front of House team in London.The working pattern are
X1 Monday, Tuesday and Wednesday 8:30 - 5:30 (24 hours)
X1 Monday, Thursday and Friday 8:30 - 5:30 (24 hours)
You will provide a first welcome link between clients and the firm, offering an excellent first impression either in person or on the telephone.
You will assist the wider office and facilities team with general administration, assisting with post event cleaning and providing an efficient and flexible service to internal clients.
Key Responsibilities
- Provide a warm, welcoming first impression of the highest standard for clients and staff when arriving at reception
- Promptly and courteously answer and record telephone and reception enquiries and deal with persons calling at the office with appointments or documents
- Look after clients waiting in reception, notifying fee earners of their arrival and showing them to fee earners or interview rooms
- Be responsible for all documents and post arriving in the office, during the day
- Every item and visitor to be logged consistently for the records
- Provide refreshments for clients/meetings where requested
- Provide support for events as required, including cleaning after events have finished
- Work with tact and discretion with clients on the telephone and face to face, diplomacy would be required and a level of confidentiality
- Use the Teams system and answer telephone enquiries promptly and efficiently
- Occasional cover when required of reception within the other offices
- To attend departmental and other meetings and training as required
- Preparing, refreshing and ensuring high standards in all meeting rooms before and after each use
- To work alongside facilities in hosting large events being responsible for, setting up and clearing down after large events
- To be flexible around attending/ hosting events as required on occasions
- Responsible for the day-to-day management and smooth operation of all nine meeting rooms
- Produce documents, letters and emails as required for other teams
- Copying files, scanning and emailing documents
- Data input to the CRM System as required
- Any other administrative tasks, such as Web Enquiries, faxes, general email enquiries
Skills, Experience, and Attributes
- Experience of working within a Receptionist role in a professional services environment is desirable
- Experience of undertaking general admin duties i.e. filing, scanning, photocopying etc
- Experience of dealing with telephone-based enquiries and utilising a switchboard
- Excellent organisation capability with the ability to effectively prioritise
- Customer service focused
