Receptionist

Key Internal Relationships:

• Client Services team, Office Operations Department, HSF partners and staff

Key External Relationships:

• External visitors, contractors, Baxter Storey staff

Role Overview:

• Working as part of the Reception and Reservation team in front-of-house, you will play a key role in providing 5 star, end to end administrative and client oriented support to internal staff across HSF and external visitors to the London office

Key Responsibilities

Reception

• Meeting, greeting, and registering of clients and visitors to Herbert Smith Freehills LLP and directing them to their place of appointment.
• Ensure the highest standards of client service are delivered at all times.
• Provide cover for functions and events as and when required.

Meeting Rooms

• Booking and controlling use of rooms using a computerised room booking system (RBS)
• Checking tidiness and cleanliness before and after use
• Maintaining high standards of presentation in the reception area
• Informing the Client Services Manager of any re-occurring inconsistency of cleanliness of the rooms
• Replenishing of stationery
• Ensure reception area checklists are completed and that the volume of business, waitlist and meeting room analysis is completed regularly
• Arrange for swearing of oaths by solicitors
• Ensure that reprographics requests are completed for clients in the meeting rooms
• Liaise with the porters/conference area technicians ensuring audio-visual equipment is provided as requested

Catering

• Liaise with catering staff regarding booking of refreshments for meetings

Porters

• Ensure that the Porters are given details of room set-ups and maintenance issues within the meeting rooms

Reservations

• Assisting the Reservations administrators with reservations requests made by email or phone and to ensure maximum use is made of the space available in the conference area.
• Any other duties as requested by the Client Services Manager.

Key Performance Indicators:

• Internal and external client feedback
• Consistently meets Reception standards
• Delivery timeframes for client requests and queries

Qualifications, skills and experience:

• 3-4 years' experience working in a similar role in front-of-house or a 5 star service environment essential.
• Excellent written and verbal communication skills and a professional phone manner
• Strong technical skills and computer literacy - competent with Word, e-mail, internet
• Experience using an online booking system is an advantage
• Ability to use initiative and to be proactive;
• Strong organisational skills, multitasking ability and ability to prioritise;
• Ability to cope with conflicting demands and meet deadlines;
• Attention to detail with a high level of accuracy;
• Remains calm under pressure;
• Excellent personal presentation.