Facilities/Receptionist (14 Month Ftc)

Irwin Mitchell LLP; Newcastle upon Tyne; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

25 days' holiday rising to 28

Annual pay and bonus review

Health and wellbeing support

Competitive pension

Two paid volunteering days

Discounts and lifestyle benefits

Job summary

Irwin Mitchell LLP is seeking a Reception/Office Assistant for its Newcastle office to deliver a welcoming and professional client experience. You will manage reception, meeting room bookings and catering coordination, while supporting colleagues across the office with front-of-house services.

You will handle visitor processes, assist with printing and reprographics, and maintain tidy, well-presented client areas. Strong communication and organisational skills are essential.

Qualifications

• Experience of providing customer or client service in a front-of-house or reception role.
• Excellent written and spoken communication with clients and colleagues.
• Ability to organise workload and adapt to changing priorities.
• Proficiency with standard IT systems and learning new software quickly.
• Strong attention to detail and task ownership.

Responsibilities

• Welcoming clients and visitors in a professional and friendly manner and delivering high customer service.
• Managing reception and visitor processes, including meeting room bookings, room facilities and security procedures.
• Coordinating with catering, IT, maintenance and meeting room teams to ensure events run smoothly.
• Advising meeting organisers on catering options and facilities available.
• Assisting with printing, copying and scanning, and directing to reprographics when needed.
• Providing monthly meeting room information and statistics to the Office Manager.
• Managing meeting room calendars using Workspace and resolving conflicts or overruns.
• Keeping reception and client areas tidy, well-stocked and informative.

Skills

Customer service

Communication

Organisation

IT literacy

Attention to detail

Workload management

Tools

Meeting room booking systems

Video conferencing systems

Workspace/booking tools

Job description

Your Role

and What You'll Be Doing

We’re looking for a Reception/Office Assistant to join our Newcastle office. You’ll play an important role in creating a welcoming, professional experience for our clients and visitors, supporting the smooth running of our reception, meeting rooms and client areas. Working closely with colleagues across the office, you’ll help coordinate meeting rooms, catering, video conferencing and other front-of-house services. You’ll be someone who takes pride in providing a high standard of service, communicates confidently and can respond calmly and effectively when priorities change.

You will be:

• Welcoming clients and visitors in a professional and friendly manner and providing a high standard of customer service.
• Managing reception and visitor processes, including meeting room bookings, room facilities and site security procedures.
• Coordinating with catering, IT, maintenance and meeting room support teams to ensure meetings and events run smoothly.
• Advising meeting organisers on the catering options and facilities available.
• Supporting clients and colleagues with printing, copying and scanning, referring work to the reprographics team where appropriate.
• Providing monthly meeting room information and statistics to the Office Manager.
• Managing meeting room calendars using Workspace, proactively resolving booking conflicts or overruns and keeping colleagues informed of any changes.
• Ensuring reception, meeting rooms and client areas remain tidy, well-stocked and presentable, with current information and brochures available.

About You

• Experience of providing customer or client service and responding professionally to enquiries.
• Ability to communicate clearly and professionally with clients, visitors and colleagues, both verbally and in writing.
• Ability to organise and prioritise your workload, including responding effectively when priorities or requirements change.
• Ability to use standard IT systems and learn new software or processes.
• Ability to demonstrate good attention to detail and take ownership of tasks through to completion.

Desirable

• Experience working in a reception, front-of-house, office or similar customer-facing environment.
• Experience coordinating meeting rooms, bookings, catering or workplace facilities.
• Experience working to agreed service standards or performance measures.
• Experience using meeting room booking or video conferencing systems.

Our Approach to Reward and Wellbeing

• 25 days' holiday as standard, rising to 28 days depending on role level, plus bank holidays and the option to purchase additional leave.
• Opportunities to share in our success through annual pay and bonus review processes for eligible colleagues.
• Health and wellbeing support, including Westfield Health and Digital GP access.
• Competitive pension arrangements to help you plan for the future.
• Two paid volunteering days every year to support causes that matter to you.
• Access to a range of colleague discounts and lifestyle benefits to support you both inside and outside of work.

We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported.

In 2026, Irwin Mitchell was recognised in the Sunday Times Best Places to Work guide and was the only law firm included in the 'Very Big' organisation category

Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.

Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.

Applying to Irwin Mitchell

We want every candidate to have a positive, fair and transparent recruitment experience. If you require any support or reasonable adjustments throughout the recruitment process, please speak to a member of our Recruitment & Onboarding team or contact

Artificial Intelligence (AI) is becoming an increasingly common part of modern working life. If you choose to use AI tools as part of your application or interview preparation, please review our AI in Recruitment Candidate Guidance

As part of joining the Irwin Mitchell Group, all successful applicants are required to complete our employment screening process. We carry out pre employment screening to establish your eligibility to work in the UK, and understand any criminal records or adverse financial history.

Our onboarding processes are designed to help us maintain the high standards of trust, integrity and professionalism expected by our colleagues, to protect the interests of the Group, clients, partners and other stakeholders.

Checks are conducted by trusted 3rd parties and the employment screening process will fully comply with Data Protection and other applicable laws.

Irwin Mitchell LLP is an equal opportunity employer.