Front of House Receptionist

JOB TITLE: Front of House Receptionist

REPORTING TO: Office and Facilities Manager

Summary of the role

The Law Society requires a highly professional Front of House Receptionist to assist with the responsibility for the day to day running of the busy reception area. The successful postholder will be part of a team of front of house staff and the first point of contact for all visitors and callers to the Society.

This varied role requires an individual with experience of working on a busy multi line switchboard, with exceptional telephony skills, strong IT skills, an organised approach, excellent customer service experience, high levels of attention to detail, initiative, flexibility, and the ability to manage a demanding environment.

A sound knowledge of all Office Applications is essential, together with experience in the set up and use of audio-visual platforms such as Zoom, Teams, etc.

The Level 2 and Level 4 reception areas and multi-functional meeting facilities, include The Law Club with casual café area, which provides facilities for mediations, tribunals, negotiations, seminars, meetings, and other professional gatherings. All rooms are fitted with high specification audio-visual facilities for hybrid or virtual events, fast and reliable internet access, and widescreen video conferencing equipment.

The postholder may be required to work outside core business hours to support with events.

MAIN DUTIES AND RESPONSIBILITIES include:

• Meet and greet all visitors, members to the Law Society.
• Provide a highly professional end to end service for members and external clients.
• Answer all reception switchboard telephone calls, field calls throughout the Society as required, and respond to queries in a timely manner.
• Manage the enquiries inbox to ensure email queries are sent to the appropriate department.
• Manage queries and bookings for the Society meeting spaces.
• Ensure the meeting spaces are managed according to agreed procedures and that all day-to-day operations are attended to in a timely and efficient manner.
• Ensure rooms are set upto meet the needs of members and their clients. This incudes the set up of IT and audio-visual equipment where required.
• Manage the refreshments provision, including setting up refreshments, ordering catering, tidying and replenishment as required.
• Work as a team to ensure all Society meeting areas are covered, e.g., Level 2 and Level 4 Meeting Space, as business needs require.

• Engage with clients to promote the Society meeting space facilities.
• Co-ordinate with suppliers for ordering and delivery, and maintenance contractors for servicing appointments of equipment, as and when necessary.
• Liaise with colleagues from across the Society to ensure all Society events are delivered to the highest standards.
• Act as Fire Warden training will be provided.
• Provide support to the onsite Facilities Management team during emergency situations if/when they may arise.
• Assisting with ISO 9001:2015 or any other quality management system and with data protection compliance.
• Any other duties commensurate with the role as may be required.

Skills:
Office Reception Answering Telephones Verbal Communication Microsoft Suite Teamwork

Benefits:
Group Life Assurance Medical Aid / Health Care Pension Fund Paid Holidays