Receptionist & Office Services Coordinator

Contract:

Full-time, permanent. Team:
Office Services. Office

Location:

London, UK (on-site).

The role:

Reporting to the Senior Office Services Coordinator, this role will be responsible for ensuring coverage of the Reception of our London office, providing postal support, and supporting the day‑to‑day operations of the facility by assisting with a variety of tasks, including administrative duties, ensuring it's well‑maintained, clean, and safe.

• To act as the face of Fragomen when meeting and greeting visitors to the London Office
• To answer and redirect all phone calls to the main switchboard
• Ensuring client and common areas are clean, well‑maintained, and fit for use, which may include tasks like cleaning/ organising of common areas and walkways.
• To assist with monitoring the Reception London inbox, actioning emails in a timely manner and raising any issues with the Senior Office Services Coordinator
• To assist in managing all meeting room bookings including set up and set down, catering requirements and to take full details of clients coming to site and informing ground floor security accordingly
• To book couriers for the office when requested
• Scanning all incoming post, searching on Connect for the Caseworker and then emailing to the correct contact
• Preparing documents and bundles for Caseworkers
• Ensuring the safety of the occupied space, including complying with safety regulations and reporting any potential hazards
• Assisting with security protocols, such as issuing keys or passes, and monitoring access control
• Assisting with setting up monthly drinks and office events
• Purchasing and stocking supplies, including but not limited cleaning supplies, stationary, and other necessary items
• Communicating with colleagues, and other stakeholders about facility issues or needs, and providing assistance
• Ensuring the proper functioning and placement of equipment like vending machines, coffee machines, lighting, fire extinguishers, and deliveries reporting maintenance issues

As part of the Office Services team, you will have the chance to work with an exceptional group of office support personnel from Administrators and Receptionists to the PA’s who work with the Partners to ensure a smooth functioning office. Led by the Office Services Director of our UK offices, the team is a dynamic group of fun personalities, and we are looking for another person to join!

• An interest in administration and office services
• An extrovert, a person that is happy to engage with colleagues and external visitors and become the go‑to person of the office
• Someone who is proactive and motivated to provide high levels of service to everyone they work with
• Ability to handle equipment (with assistance, covering the movement of larger objects e.g. desks, tables etc.)
• Ability to work independently and as part of a team

• Basic knowledge of building maintenance and repair
• Strong communicator, able to engage effectively with colleagues at all levels of seniority
• Flexible, able to adapt to shifts in priorities
• Problem solver, being able to think of solutions – a ‘can do’ attitude
• Demonstrates proficiency in Word processing, Excel, Outlook and Internet navigation
• Completes tasks within agreed time frames and in line with expectations
• Attention to detail, ensuring work is completed accurately and according to company guidelines
• Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients,…