Client Services Administrator

Owen Reed; Greater London; On-site; GBP 28,000 - 36,000; Full time

Job summary

Owen Reed is recruiting a Client Services Administrator for a top law firm in London. This role is the first point of contact for clients and visitors, handling a high volume of enquiries with professionalism and outstanding service.

You will also provide front-of-house support when needed, arrange meetings, manage the shared inbox and ensure accurate confidential client information is maintained throughout the enquiry process.

Qualifications

• Previous experience in a client-facing, reception, customer service or administrative role.
• Excellent communication skills with a professional and confident telephone manner.
• Outstanding client care skills and a passion for delivering exceptional service.
• Strong organisational skills with the ability to prioritise a busy workload.
• Excellent attention to detail and accuracy.
• The ability to remain calm and professional in a fast-paced environment.
• A proactive, flexible and positive approach to work.
• Strong diary management and administrative skills.
• The ability to work independently while contributing effectively as part of a team.
• Experience handling confidential information with discretion.
• Strong IT skills, including Microsoft Office and the ability to quickly learn new systems.
• Previous experience within a law firm or professional services environment would be advantageous but is not essential.

Responsibilities

• Manage all incoming external telephone enquiries in a professional and courteous manner.
• Act as the first point of contact, directing calls and enquiries to the appropriate teams.
• Take accurate messages and ensure they are passed on promptly.
• Maintain accurate and confidential client information throughout the enquiry process.
• Arrange meetings and follow-up appointments where required.
• Monitor and manage the firm’s shared inbox, responding to or forwarding enquiries appropriately.
• Deliver an exceptional level of client service across all communications.
• Represent the firm professionally when interacting with clients, visitors and external contacts.
• Welcome clients and visitors, ensuring they receive a professional and friendly experience.
• Prepare meeting rooms and maintain a tidy, professional reception area.
• Assist with photocopying, scanning and document management.
• Arrange travel, couriers and other administrative requests.
• Process incoming and outgoing post, including scanning, distributing and franking mail.
• Deliver local letters and parcels when required.
• Support the smooth day-to-day running of the office.

Skills

Client-facing

Reception

Communication

Client care

Organisational

Attention to detail

Calm under pressure

Proactive

Diary management

Independent work

Discretion

IT skills

Microsoft Office

Tools

Microsoft Office

Job description

Hours: Monday to Friday, alternating weekly shifts of 9:00am - 5:00pm and 9:30am - 5:30pm

Start Date: ASAP

About the Role

Owen Reed is looking to recruit a Client Services Administrator for a top law firm in London.

This is an exciting opportunity for a customer-focused professional to become the first point of contact for clients and visitors, playing a key role in delivering an exceptional client experience. You'll be responsible for handling a high volume of enquiries, ensuring every interaction reflects the firm's commitment to professionalism and outstanding service.

In addition to managing incoming enquiries, you'll provide occasional front-of-house support, making this a varied and rewarding role within a collaborative legal environment.

Key Responsibilities

As a Client Services Administrator, you will:

• Manage all incoming external telephone enquiries in a professional and courteous manner.
• Act as the first point of contact, directing calls and enquiries to the appropriate teams.
• Take accurate messages and ensure they are passed on promptly.
• Maintain accurate and confidential client information throughout the enquiry process.
• Arrange meetings and follow-up appointments where required.
• Monitor and manage the firm’s shared inbox, responding to or forwarding enquiries appropriately.
• Deliver an exceptional level of client service across all communications.
• Represent the firm professionally when interacting with clients, visitors and external contacts.

Front-of-House Support

When required, you will also:

• Welcome clients and visitors, ensuring they receive a professional and friendly experience.
• Prepare meeting rooms and maintain a tidy, professional reception area.
• Assist with photocopying, scanning and document management.
• Arrange travel, couriers and other administrative requests.
• Process incoming and outgoing post, including scanning, distributing and franking mail.
• Deliver local letters and parcels when required.
• Support the smooth day-to-day running of the office.

About You

The successful candidate will have:

• Previous experience in a client-facing, reception, customer service or administrative role.
• Excellent communication skills with a professional and confident telephone manner.
• Outstanding client care skills and a passion for delivering exceptional service.
• Strong organisational skills with the ability to prioritise a busy workload.
• Excellent attention to detail and accuracy.
• The ability to remain calm and professional in a fast-paced environment.
• A proactive, flexible and positive approach to work.
• Strong diary management and administrative skills.
• The ability to work independently while contributing effectively as part of a team.
• Experience handling confidential information with discretion.
• Strong IT skills, including Microsoft Office and the ability to quickly learn new systems.
• Previous experience within a law firm or professional services environment would be advantageous but is not essential.