Receptionist

Career Legal; Madrid; On-site; EUR 18,000 - 27,000; Full time

Job summary

Career Legal is seeking an experienced Receptionist to join their Madrid office. You will welcome visitors, handle calls, and coordinate meeting rooms while ensuring a smooth front-of-house experience.

This role requires professional presentation, strong communication, and the ability to manage multiple administrative tasks with efficiency and discretion in a fast-paced international law firm environment.

Fluency in English and Spanish is preferred; professional services experience is a plus.

Qualifications

• Experience delivering front-of-house hospitality in an office or corporate environment.
• Excellent communication and interpersonal skills.
• Organised with the ability to manage multiple tasks and prioritise calmly.

Responsibilities

• Greet visitors in a professional and welcoming manner.
• Notify employees of arrivals and manage waiting times as needed.
• Direct guests to meeting rooms and maintain reception area.
• Coordinate booking and administration of meeting rooms and logistics.
• Prepare meeting spaces with equipment and IT connectivity.

Job description

My client, a leading international law firm are looking for an experienced Receptionist to join their Madrid office

.Key Dutie

• s Deliver a professional and welcoming front-of-house experience by greeting all visitors and ensuring they feel valued from the moment they arriv
• e.Notify employees of their visitors' arrival and communicate expected waiting times where necessar
• y.Guide guests to meeting rooms or designated waiting areas, providing assistance throughout their visi
• t.Coordinate the booking and administration of meeting rooms, including updates, changes, and cancellation
• s.Prepare meeting spaces to the required standard, ensuring room layouts, presentation equipment, and IT connectivity are fully operational before each meeting or even
• t.Manage incoming telephone enquiries promptly and professionally, directing calls to the appropriate contact
• s.Organise courier collections, deliveries, and postal services, ensuring items are processed accurately and efficientl
• y.Arrange transport, including taxis and domestic or international courier services, in line with business requirement
• s.Monitor office and hospitality supplies, place orders with approved vendors, and maintain appropriate stock level
• s.Build strong working relationships with colleagues across all departments to support the smooth day-to-day running of the workplace and deliver an exceptional client experienc
• e.Carry out regular inspections of reception, meeting rooms, and communal areas to maintain a clean, safe, and welcoming environment, escalating any maintenance or safety concerns where appropriat
• e.Prepare and replenish hospitality areas, ensuring refreshments are available for visitors and meeting attendees at all time
• s.Support the planning and delivery of meetings, events, and client visits by assisting with room preparation, visitor coordination and logistic
• s.Respond to emails and administrative requests accurately, professionally, and within agreed service standard
• s.Proactively anticipate visitor and client requirements, providing a consistently high standard of customer servic
• e.Oversee cloakroom facilities where applicable, ensuring personal belongings are stored securel
• y.Issue visitor badges and temporary access passes while following all site security procedure
• s.Undertake additional administrative or operational tasks as requested by management to support business need
• s.Comply with all company Health & Safety policies and procedures, taking responsibility for your own wellbeing and helping to maintain a safe working environment for colleagues and visitor