Receptionist - Edinburgh, United Kingdom - Shoosmiths

Shoosmiths

Verified Company

Edinburgh, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team.

An innovative practice and 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.

The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance makes Shoosmiths a fantastic place to work.

The teamEstates 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 multidisciplinary 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.

The roleTo 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.

This role includes but is not limited to the following:

Main responsibilities
Working as part of a team to coordinate the front of house reception and assisting the Estates Team when required.
Professionally and promptly, meeting and greeting 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 are completely clear of any clutter and kept neat and tidy at all times.
Managing and coordinating the electronic meeting room booking system
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 audiovisual 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.
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 Estates 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 Estates Team Leader and the team to ensure all hours are covered).
Reconcile and process the reception invoices for Estates Team Leader approval.
Responding to internal personnel change notifications and ensuring all actions are diarised and carried out in advance of the changes/staff arrivals.
Arranging telephone conference calls, video conference calls and taxi bookings.
Checking stocks and catering supplies and refilling/ordering replenishments where necessary.
Providing support to the Estates Team with postal, reprographics and other duties with business needs.

Skills and qualifications

Receptionist experience within professional services, ideally within legal
Experience in coordinating events desirable
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