Receptionist

Shoosmiths LLP; Greater London; Hybrid; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Excellent benefits package

Disability Confident Employer

Job summary

Shoosmiths LLP is seeking a proactive Front of House / Reception teammate for our flagship London office. You will greet clients, manage meeting room bookings, and ensure the client lounge and boardrooms are welcoming and well-presented. You will support events, coordinate AV setup, and provide a friendly, professional concierge service.

The role requires flexible hours, strong IT skills with Outlook/Word/Excel, and a calm, polished demeanor in a busy, professional environment.

Qualifications

• Provide a high quality client service at all times with a positive, can do, calm and confident attitude.
• Ability to work flexibly, covering early morning and evening meetings/events where necessary.
• Sufficient and accurate keyboard skills, using Outlook, Word, Excel
• Confident in setting up audio visual equipment and troubleshooting during client meetings
• Excellent personal presentation with a professional and respectful demeanour
• Attention to detail and a neat and tidy approach to working practices
• Polished, friendly and helpful approach to dealing with problems
• Confident when dealing with suppliers and service engineers
• Organised paying close attention to detail and tidy approach to work
• Willing to work well alone and within the team, with a supportive approach
• Self-confidence and initiative
• Energetic with a positive attitude
• Ability to adapt to change and remain calm under pressure
• Methodical and organised approach
• Support and encourage colleagues under pressure
• Maintain confidentiality in sensitive environment

Responsibilities

• Co-ordinate the front of house reception as part of a team.
• Meet, greet and sign in all clients, visitors and internal visitors.
• Keep front of house areas, including meeting rooms and client lounge, neat and tidy.
• Assist with booking rooms for meetings and events.
• Support with understanding and delivering requirements for events (attendees, catering, IT, name badges).
• Set up, prepare and clear meeting rooms, boardrooms, seminar and training spaces with AV equipment and catering.
• Answer telephone on Reception within 3 rings and provide switchboard service.
• Process email and room requests promptly throughout the day.
• Perform daily checks of client suite readiness and report issues.
• Provide out of hours support for events as agreed with team leader.
• Handle internal personnel changes and diarise actions.
• Provide concierge services including conference calls and taxi bookings.
• Check stocks and catering supplies and reorder as needed.
• Carry out receptionist duties on client facing floors.
• Provide quotes for catering/events and agency staff.
• Perform other duties as requested by Front of House Team Leader.

Skills

Front of house

Reception coordination

Client service

Event setup

Audio-visual setup

Telephone switchboard

Meeting room bookings

IT equipment

Confidentiality

Professional presentation

Outlook

Word

Excel

Tools

Outlook

Word

Excel

Job description

A member of our front of house team in our new flagship office in London. To foster good working relationships within the office and to provide a first class service to all external and internal clients, showing professionalism and displaying a friendly disposition at all times.

The team

Estates Management is the integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. This encompasses multi-disciplinary activities within the built environment and the management of their impact upon people and the workplace. Effective estates management, combining resources and activities, is vital to the success of any organisation.

Shoosmiths is committed to protecting the environment by demonstrating high standards of environmental responsibility in all our operations and minimising the environmental impacts associated with our activities, products and services. We have set a goal for our operations to achieve net zero status by 2025 and for our entire business to reach net zero by 2040 which will only be achieved with the support of all our employees. Our Estates Management team play an integral part of achieving these goals by being responsible for Shoosmiths’ property strategy, space management and contract management.

Main responsibilities

• Working as part of a team to co-ordinate the front of house reception.
• Professionally and promptly, meeting, greeting and signing in all of the Firm’s clients, any visitors and any internal visitors from other offices.
• Ensuring front of house, including all meeting rooms and boardrooms, together with the client lounge area, front desk and admin room are completely clear of any clutter and kept neat and tidy at all times.
• Assisting with booking rooms for meetings and events.
• Working with the PA’s and Legal Advisers to support and understand their requirements, asking questions to ensure all requirements are covered and understood (such as, numbers of attendees for events, numbers of internal and external visitors, catering requirements, refreshments, duration of meetings, meeting room set up and IT equipment, name badges and handout notes/paperwork)
• Setting up, preparing and clearing the meetings rooms, boardrooms, seminar suite and training room in advance of any meetings or events taking place to ensure all audio-visual equipment, furniture requirements and catering is in place and ready and refreshed as required by the meeting/event host.
• Answering the telephone on Reception within 3 rings and providing a switchboard service to the office transferring calls and dealing with incoming queries.
• Dealing with incoming email requests and meeting room requests and ensuring these are checked and processed throughout the day on a regular basis and in a timely manner.
• Conduct daily monitoring checks of the client suite to ensure all areas are ready for use at any time and dealing with or reporting any issues to the Reception Team Leader.
• There will be a requirement to provide an out of hour’s service for events and seminars (hours of work to be agreed prior to events with the Reception Team Leader and the team to ensure all hours are covered).
• Responding to internal personnel change notifications and ensuring all actions are diarised and carried out in advance of the changes/staff arrivals.
• Provide a concierge service, arranging telephone conference calls, video conference calls and taxi bookings.
• Checking stocks and catering supplies and refilling/ordering replenishments where necessary.
• Carry out Reception duties on all client facing floors.
• Providing quotes for catering/events and agency staff. (Nina)
• Responsible for any duties whenever the Front of House Team Leader is on annual leave.
• Other duties as reasonably requested from time to time.

Skills & Qualifications

• Provide a high quality client service at all times with a positive, can do, calm and confident attitude
• Ability to work flexibly, covering early morning and evening meetings/events where necessary
• Sufficient and accurate keyboard skills, using outlook, word, excel
• Confident in setting up audio visual equipment and troubleshooting during client meetings from time to time
• Excellent personal presentation with a professional and respectful demeanour
• Attention to detail with and a neat and tidy approach to working practices
• A polished, friendly and helpful approach to dealing with any problems that may arise
• Confident when dealing with suppliers and service engineers
• Organised paying close attention to detail and tidy approach to work
• Willing to work well alone and within the team, with a supportive approach
• Self-confidence and ability to demonstrate initiative
• Enthusiastic, energetic with a positive, can do attitude
• Ability to adapt to change, new practices and remain calm under pressure and find solutions, aligned with Shoosmiths values and culture
• A methodical and organised approach with keen attention paid to every detail
• The ability to support and encourage colleagues particularly when they are under pressure
• Due to the sensitive nature of our business it is imperative that confidentiality is adhered to at all times.

The firm

Shoosmiths is the law firm clients choose for excellent service, incisive thinking and above all for our ability to focus on what matters. From offices across the UK and Brussels, we support some of the world’s most exciting and ambitious businesses; amazing clients making an impact. We empower our people to be their authentic selves and deliver together in supportive teams committed to excellence and innovation. The first top 50 law firm to achieve ‘Platinum Standard’ Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm.

We have an outstanding benefits package to complement our competitive remuneration system. In addition to the competitive salaries, great working environment and high-quality work, we believe that all staff should be rewarded for their commitment to the continued success of the firm through a comprehensive and flexible range of benefits.

Shoosmiths is proud to be a Disability Confident Employer. Disability Confident is a government scheme designed to encourage employers to recruit and retain disabled people and those with long term conditions. As part of our accreditation, we commit to interviewing any applicants with a disability who meet the essential criteria for each vacancy. In some circumstances we may only be able to interview those that best meet the essential criteria due to the volume of applications received.

We are committed to ensuring our recruitment process is inclusive and accessible to and usable by everyone. If you have a disability or long-term condition and would like to receive information in a different way, or need us to make any adjustments, changes or do anything differently during the recruitment process, please get in touch with the Talent Acquisition team on [e-mail] .We can consider your needs and requirements, and how we can assist you to apply for our roles. For example we can provide a copy of our application via email so that you can complete it using your own accessibility software.

Equal opportunities

Our approach to our people is underpinned by our approach to diversity, inclusion and well-being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognises and nurtures talent, and has a strong sense of community between colleagues.

This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.

If you’d like to learn more about this opportunity or have any questions, please don’t hesitate to contact Warren Cooper at [e-mail]