Reception & Office Services Assistant

DMH Stallard LLP; Guildford; On-site; GBP 20,000 - 30,000; Full time

Job summary

An established industry player is seeking a Reception & Office Services Assistant to provide exceptional front-of-house service. This role involves meeting and greeting clients, managing office services, and supporting administrative tasks. The ideal candidate will possess excellent interpersonal skills, a warm demeanor, and proficiency in Microsoft Office. Join a dynamic team in a supportive environment where your contributions will enhance client experiences and office efficiency. If you are organized, detail-oriented, and eager to make a positive impact, this opportunity is perfect for you!

Benefits

25 days holiday

Life Assurance

Private Healthcare

Employee Assistance Programme

Sodexo Discounts

Pension Scheme

Interest-free season ticket loans

Cycle to work scheme

Discounts on Legal work

Qualifications

• Previous reception experience is preferred.
• Excellent telephone manner and interpersonal skills.
• Competent in using Microsoft Office applications.

Responsibilities

• Meet and greet clients and visitors in a confident manner.
• Assist in the coordination and preparation of meeting rooms.
• Maintain the reception area and ensure it is tidy and well-equipped.

Skills

Reception experience

Interpersonal skills

Microsoft Office

Problem-solving

Attention to detail

Education

High school diploma

Tools

Microsoft Teams

AV equipment

Job description

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DMH Stallard is an award winning South East law, Legal 100 firm with offices in London, Brighton, Gatwick, Guilford, Horsham and Hassocks. DMH Stallard has grown rapidly since it was established in 1970, and has a headcount of approx 380. Our firm provides a comprehensive range of commercial, dispute resolution and litigation, employment, cyber security and cyber-crime, corporate, intellectual property, real estate and technology, media and telecoms advice to both businesses and individuals. Our clients, our people and our professional networks are the keys to our success.

The department

Job Purpose

• To provide a professional front of house service, ensuring that agreed standards of client care are adhered to in every aspect of the role.
• To provide effective and efficient office service deliverables, including administration and basic levels of IT support.
• To cover Reception/Office Services and Records Management duties as and when required.
  
  

Responsibilities And Duties

• To meet and greet clients and visitors to the firm in a personal and confident manner (including the signing in of contractors).
• Monitoring and making refreshments for client meetings and visitors. Booking catering facilities and organising lunches, when required.
• Assisting with in-house events including liaising with the event organisers/ restaurant, booking food, dealing with menus & dietary needs and event responsibilities.
• Assisting in the co-ordination and preparation of meeting rooms for training and meetings. Understand Microsoft Teams meetings and be able to set these up and assist in the meeting rooms as well as support AV in meeting rooms. Arrange the preferred meeting room layout. Assist guests with wireless connection.
• Taking ownership of the front of house space, ensuring the reception area and meeting rooms are tidy & well equipped.
• Ensuring team colleagues are kept up to date via clear notes in appointments and/or other communications.
• Booking meeting rooms, hot desks and maintaining relevant calendars and reception diary.
• Booking and logging couriers and taxis.
• Assisting with staff inductions and office health and safety tours. Being an office Fire Monitor and First Aider (training provided if necessary).
• Positively contributing to an effective client focused team and a continually improving service.
• Sorting, scanning, and distributing incoming and outgoing post (Royal Mail, domestic and international couriers).
• To collect and sign docket/s for incoming post from the buildings post-room. Return all franked post to the post-room to be collected by Royal Mail via the post room operatives.
• Franking machine top ups, preparing and franking outgoing post.
• Carry out various manual handling duties e.g. files, boxes, furniture & ad hoc items.
• Undertaking photocopying for fee-earning groups as and when required. This will also include faxing, binding, scanning, printing, and sorting documents.
• Maintaining and upkeep of the meeting rooms, kitchen, and hot desks with the appropriate stationery/supplies. Keep the areas clean and tidy – this will include the need to regularly clean common touch points in all areas and clearing rooms and re-arranging the furniture ready for the next day.
• Carry out daily top ups and cleaning of the office coffee machine.
• Ordering of supplies and stationery from relevant companies.
• Work with the IT support person/s when required; log tickets, accordingly, ensuring the printers have paper stock and assist with minor printer issues and other troubleshooting. Assist Accounts when required, by replying promptly to enquires.
• Assisting with Health & Safety matters to ensure we meet our H&S requirements, policies, and procedures.
• To assist in the monitoring & policing of the standards of cleaning of the premises taking corrective / proactive action as appropriate.
• To assist with the building checks identifying maintenance issues in conjunction with the Office Operations & Guildford Office Manager.
• To undertake such duties that are consistent with the job description as assigned by the Guildford Office Manager or Head of Office Operations. For example, large external and internal meeting set-up including monthly social events.
• Assisting with the archiving/retrieval of records in accordance with firm procedures which includes liaising with other offices and external archive storage sites for file deeds and wills archiving and retrieval.
• Accurately maintaining the firm’s records management Artiion database.
  
  

Other information

Knowledge, Skills, And Experience Required

• Previous Reception experience is preferred.
• Experience in an office services and facilities role would be highly advantageous.
• Excellent telephone manner delivered with a warm, confident, and happy demeanour.
• Effective interpersonal skills and good oral and written communication skills.
• Flexible and methodical in your approach to work, and the working hours required.
• Competent in using Microsoft Office including Word, Excel, and Outlook.
• Able to solve problems, considering the needs of the business.
• Effective team working skills.
• Accuracy and attention to detail.
• Comfortable with IT - setting up laptops & smartphones, Wi-Fi access, AV equipment etc. (or willingness to be trained).
• Knowledge of or an interest in learning about the legal sector.
  
  

Benefits

• 25 days holiday (of which 3.5 are taken during the Christmas period), plus Birthday holiday, plus Bank Holidays.
• Life Assurance
• Private Healthcare
• Employee Assistance Programme
• Sodexo Discounts
• Pension Scheme
• Interest free season ticket loans
• Cycle to work scheme
• Discounts on Legal work

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Legal Services

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