Client Services Representative Receptionist

Amicus Law LLP; Exeter; Hybrid; GBP 21,000 - 25,000; Full time

Job summary

Amicus Law LLP in Exeter is seeking a proactive Client Services Representative to be the friendly face of our firm. You will manage office organisation, visitor reception, answer calls, arrange refreshments, and ensure meeting rooms are tidy and ready for discussions.

Responsibilities include post handling, diary coordination, health and safety duties, liaising with marketing on content, and supporting other branches as needed.

Qualifications

• Ideally you will have recent experience in a similar role and have excellent IT skills.

Responsibilities

• Office organisation and ensuring the office is ready for business at start of the day.
• Meeting room management and keeping rooms clean, tidy and stocked.
• Front line call handling and receptionist duties, greeting clients and visitors.
• Managing post, scanning, distribution and confidential papers handling.
• Keeper of records, client preferences and data safeguarding.
• Booking and confirming appointments, liaising with fee earners and teams.
• Health and safety responsibilities within the branch under Facilities Manager guidance.
• Stock management of stationery and office supplies; liaising with cleaning contractors.
• Office inductions for new staff and maintaining the branch intranet page.
• Assisting with social media or website content ideas for Marketing.
• Providing coverage for telephone and reception in other branches when needed.
• Travel between offices if required and other ad hoc duties.

Job description

Amicus Law Solicitors is a friendly Dorset, Somerset and Devon-based Law Firm. We are an experienced, specialist team of tenacious, yet friendly lawyers. Passionate about representing our clients’ interests, with offices in Bridgwater, Minehead, Wellington, Yeovil, Martock, Exeter, Taunton, Ilminster and Weymouth.

We are looking for an additional team member for our Exeter office to fill the role of Client Services Representative. To assist with ensuring our clients received the best possible service at all times and our introducers of business receive the best possible service at all times. To act as the face (or voice) of Amicus, always presenting a friendly, helpful, efficient and professional demeanour to clients, colleagues and all visitors

About the role:-

Office organisation, good order and appearance ensuring the office is open and ready for business in time for the start of the working day and that marketing signage and materials are in place as required and items such as plants and flowers are looked after and displayed appropriately

Incoming and outgoing post including scanning and distribution

Meeting room management ensuring cups etc cleared between meetings, rooms always clean and tidy with furniture returned to its proper place where needed, paying special attention to any confidential papers or data which may been left in the room or on display

Meeting and greeting clients and other visitors and providing a warm welcome including provision of refreshments, alerting relevant members of staff to their presence, making them feel comfortable and chasing as needed

Front line call handling and dealing with basic enquiries, demonstrating exceptional client service, making appointments and passing on all necessary and useful information including following up to ensure calls have been returned

Balancing the requirements of visitors, callers and staff at all times and ensuring that all feel valued and noticed

Keeping appropriate records in SOS of client preferences and needs and ensuring that confidential and sensitive data is safeguarded at all times

Confirming appointments in advance with all visitors using the meeting room diaries and passing on information regarding any changes to the relevant fee earner and their team

Responsibility for Health and Safety within a branch (under the direction of the Facilities Manager) including keeping Health and Safety risk assessments updated where required and reporting of any potential issues

Stationery and office supplies ordering and stock management, including refreshments and other consumables and liaising with cleaning contractors as needed

Office inductions for new staff

Maintaining the branch intranet page

Helping to organise and support office events and entertainment

Creating and maintaining archive records, closing files and scanning documents as required to include managing local will and deed stores as appropriate

Conducting the administrative aspects of file reviews

Where required to do so by the Facilities Manager, greet and supervise contractors and provide a communications channel with other managers where required

Seek out and communicate opportunities for social media or website content and share these with the Marketing Manager as they arise

Assist with telephone and reception cover for other branches during periods of holiday and sickness or when capacity allows

Set up video calls and assist users with training on AV equipment for meeting rooms as required

Attend training and out of hours team meetings as needed, but not more than once per month

May be required to travel between offices

Other ad hoc duties as required.

Ideally you will have recent experience in a similar role and have excellent IT skills.

Full-Time: Monday to Friday, 8:45am to 5:15pm.