Receptionist Coordinator

Owen Reed; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading law firm in London is looking for a Reception & Client Services Coordinator to ensure an exceptional experience for clients. This role includes greeting clients, managing meeting room operations, and supporting the team in a fast-paced environment. The ideal candidate will have strong client-service experience, excellent communication skills, and a proactive approach to service delivery. This position offers outstanding training and career development opportunities within a prestigious firm.

Qualifications

• Experience in a high-end, client-service-driven environment.
• Team-focused with the ability to multitask and own work.
• Meticulous attention to detail and commitment to excellence.
• Proactive mindset with suggestions for process improvements.
• Polished, professional manner with strong communication skills.

Responsibilities

• Greet clients warmly and oversee meeting room operations.
• Motivate and support the Reception & Client Services team.
• Manage meeting room requirements for events.
• Order stationery and conduct stock checks.
• Oversee switchboard operations and handle calls professionally.

Skills

Strong experience in client-service-driven environment

Excellent interpersonal and communication skills

Strong IT skills, including MS Office

Ability to multitask

Attention to detail

Job description

Owen Reed is looking for a Reception & Client Services Coordinator for a top law firm in London.

We are seeking a polished, proactive and client-focused Reception & Client Services professional to join a leading law firm’s market‑leading Front of House team. This is an exceptional opportunity to represent a prestigious Housestyle brand and deliver a first‑class experience to private and commercial clients.

You will join a high‑performing department consisting of a Reception & Client Services Manager, Client Receptionist, Client Hospitality Coordinator and Client Hospitality Assistant. As the team continues to grow, the firm offers outstanding training, career development and the chance to learn from some of the most experienced client‑service professionals in the sector.

This role supports the Reception & Client Services Manager and includes hands‑on reception duties as well as team coordination responsibilities. You will ensure all visitors receive a warm and professional welcome, manage meeting room operations, and maintain the highest standard of service across all client‑facing areas.

Key Responsibilities

Front of House & Client Experience

• Greet clients and visitors warmly and professionally, ensuring an exceptional service experience.
• Oversee meeting room bookings, diary management and preparation for meetings and events.
• Conduct regular checks of the client floor and meeting rooms to ensure immaculate presentation.
• Work with Hospitality to replenish supplies and maintain meeting room credenzas.

Team Support & Leadership (in the Manager’s absence)

• Motivate, guide and support the Reception & Client Services team to deliver consistent high‑quality service.
• Coordinate workflows, rotas, holiday cover, lunch breaks and late‑shift coverage.
• Ensure both Reception and Hospitality teams understand daily and weekly meeting requirements.

Meeting Room & Event Coordination

• Manage meeting room requirements for AGMs, internal training sessions and firm events.
• Liaise with organisers to create event checklists and share details with relevant support teams.
• Follow up with support teams to ensure all event needs are understood and completed.

Administration & Operations

• Order stationery for meeting rooms and conduct monthly stock checks.
• Review and authorise invoices; manage expenses promptly.
• Maintain updated supplier and contractor contact lists.
• Ensure systems such as Eptura Engage, the switchboard and team manuals remain accurate and current.

Switchboard & Communication

• Oversee switchboard operations to ensure all calls are handled courteously and professionally.
• Develop strong knowledge of the business to direct enquiries effectively.
• Ensure staff changes are updated promptly and report any faults to IT, following through to resolution.
• Escalate major issues to the Head of Business Services when required.

Person Specification

The ideal candidate will have:

• Strong experience in a high‑end, client‑service‑driven environment (professional services preferred).
• A team‑focused approach with the ability to multitask and take ownership of work.
• Meticulous attention to detail and a commitment to delivering excellence.
• A proactive mindset with the ability to suggest process improvements.
• Calmness, confidence and resilience when managing busy or challenging situations.
• A polished, professional manner with strong interpersonal and communication skills.
• Excellent IT skills, including MS Office, document management systems and e‑filing.
• A positive work ethic and the ability to build strong relationships across the business.
• A warm, professional presence that inspires trust and confidence with both clients and colleagues.