Client Services Assistant - 12 Month Fixed Term Contract

A&O Shearman; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading global law firm is seeking a Client Services Assistant for its London office on a 12-month fixed-term contract. The role involves delivering exceptional client care and managing front-of-house operations, including reception duties and administrative support. Ideal candidates will have strong customer service skills, experience in reception, and the ability to work flexibly across various shifts.

Benefits

Pension

Insurance

Medical

Wellbeing resources

Qualifications

• Deliver high standards of customer service to clients and staff.
• Experience in reception within a medium-to-large organization.
• Highly computer literate with knowledge of electronic booking systems.

Responsibilities

• Perform reception duties: meet and greet visitors, handle bookings.
• Coordinate with AV, IT, Catering, and Housekeeping teams.
• Provide administrative support: printing, copying, scanning.

Skills

Customer Service

Interpersonal Skills

Communication

Flexibility

Computer Literacy

Education

Experience in reception within a medium-to-large organization

Tools

Word

Excel

Outlook

Job description

Job description

We are recruiting a Client Services Assistant to join our London team on a 12 Month Fixed Term Contract.

Department purpose

The aim of this department is to provide ‘best in class’ hospitality & document services to legal practices, covering Hospitality Services (Catering, Front of House, Housekeeping, AV, Health & Wellbeing Centre) and Document Services (the Bridge, Reprographics, Records, Central Scanning, E-Bibles, Mailroom & Office Assistants). This role manages operational client services including Front of House and Reservation functions at Bishops Square, covering the Conference Suite, Training Suite, Reception desks, Reservations London, Business Support Centre, and visitor management for Sub-tenant teams.

Role purpose

A&O Shearman's Front of House (FOH) team aims to consistently deliver excellent client care and service across all FOH areas, including the 1st Floor Conference Suite, Ground Floor, Gallery & Auditorium, Business Support Centres, and Client Dining rooms.

Role and responsibilities

• Work various shifts between 07:30 and 20:00, Monday to Friday.
• Perform Reception duties: meet and greet visitors, liaise with meeting hosts and clients, handle bookings and visitors following specific instructions.
• Familiarize with the Room Booking system and Conference Suite facilities to meet reservation requests efficiently.
• Conduct regular floor walks/room checks for quick room turnaround and monitor bookings to maximize utilization.
• Coordinate with Reservations London, Event, and Graduate training teams to handle special requests promptly.
• Liaise with AV, IT, Catering, and Housekeeping teams to ensure timely provision and clearance of equipment and catering.
• Complete thorough checklists for early morning and late shifts, including room checks and shift handovers.
• Ensure messages for clients and staff are forwarded promptly and professionally.
• Communicate effectively during handovers and breaks, supporting other teams as needed.
• Assist clients with travel arrangements via the Travel Desk and ground floor Concierge.
• Coordinate associate lists and arrange client swears and affidavits.
• Provide administrative support: printing, copying, scanning, courier requests, document delivery.
• Maintain flexibility to undertake additional duties or shifts as required.

Key requirements

• Deliver high standards of customer service to clients and staff, including international visitors.
• Be flexible and mobile to work in different FOH areas on a rotational basis.
• Maintain a professional appearance and conduct at all times.
• Provide administrative support as needed.
• Communicate effectively with team members, especially during handovers and breaks.
• Be familiar with electronic room booking systems and Conference Suite layouts.
• Experience in reception within a medium-to-large organization.
• Excellent interpersonal skills, friendly attitude, and ability to liaise at all levels.
• Good telephone manner and professional image projection.
• Highly computer literate; knowledge of Word, Excel, Outlook, and reservations systems advantageous.
• Proficient typing skills.
• Flexible and multi-skilled to meet changing demands.
• Enthusiastic team player committed to client care.

Working shifts are from 7:30 am to 8:00 pm on a weekly rotation.

For support during the recruitment process due to disability or health conditions, contact our recruitment team for adjustments.

We are an equal opportunities employer, committed to diversity and inclusion, offering benefits such as pension, insurance, medical, wellbeing resources, and more.

Additional information - External

A&O Shearman is a global law firm with nearly 50 offices worldwide, offering opportunities to work on significant deals and disputes, with a focus on career development and inclusive environment.