Head Receptionist/front of House Supervisor - London, United Kingdom - Mayer Brown LLP

Mayer Brown LLP

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Overview:

The Firm:

Mayer Brown is a leading global law firm with offices in 27 key business centres across the Americas, Asia, Europe and the Middle East.

With approximately 200 lawyers in each of the world's three largest financial centres — New York, London and Hong Kong — we are uniquely positioned to advise leading companies and financial institutions on their most complex legal needs.

We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry.

We are a collegial, collaborative and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support and development they need to grow, thrive and realise their greatest potential.

We also encourage all our people to use their skills to support the wider community through our pro bono and community volunteering programmes.

At Mayer Brown the principles of mutual respect, dignity and understanding are central to the way we work and help to provide an environment where diversity and inclusion are embraced.

The Role:
Head Receptionist/Front of House Supervisor

The Department:
Facilities

Reports to:
Head of Facilities

Hours:
Monday - Friday (Shifts within 8.00 a.m p.m.)

Responsibilities:

Purpose of the role:

To provide a full receptionist service to internal and external clients who will be using the Mayer Brown conference rooms.

This is a high profile role which involves liaising with the firm's existing and potential clients.

Manage a small team of receptionists to ensure a quality service with the correct resource and takes responsibility for all issues regarding the reception team.

Responsibilities:

Supervisory Responsibilities:

Managing a team of two reception staff
Resolving and taking responsibility for any complaints, issues regarding the service.
Deal with any performance issues within the team and Appraisals.
Ensuring various shift patterns are covered.
Recording sickness and holidays.
Checking and approving invoices relating to reception services and passing to House Services Manager for final approval.
Producing management information relating to NFS Rendevous, switchboard and other agreed reception services on a monthly basis.
Liaising with BD to track upcoming events.
Liaising with Coordinating Secretaries to ensure we have the correct secretarial information.
Liaising with the security team to provide cover for the 1st floor Reception desk.
As the main Administrator for Datacraft, making sure all the information regarding starters and leavers and any other changes are kept up to date on the system.
Daily housekeeping checks in Outlook to keep the inbox up to date, highlighting and deleting as necessary.
Attend regular updates with the House Services Manager.
Take instructions regarding SMA requirements and ensure cover is provided and any other resource.

Reception Responsibilities:

Meeting and greeting clients; includes taking any coats, bags etc. ensuring the client is comfortable and informing the relevant person of their arrival.
Managing all meeting room, dining room, auditorium and overseas visitor office bookings via the NFS Rendevous system.
Liaising with the Hospitality team on refreshment and catering bookings.
Liaising with London IT team to ensure that any equipment required is in the rooms and is fully operational.
Ensuring Porters are aware of any room changes they may have to make.
Ensuring that meeting rooms are clean and tidy and stationery supplies are maintained in each meeting room throughout the day.
Ensuring that the reception area is kept clean and tidy at all times.
Reporting any Maintenance issues relating to the operation of the meeting rooms.
Booking taxi's and chauffeur cars.
Booking flowers as required.
Assist with any reception cover at St. Mary's Axe meeting room suite.
Answer all incoming internal and external calls to the switchboard
Liaise with London IT team on all telephone system issues (queries/faults etc)
Provide management information reporting when requested
Other ad hoc front of house duties

Qualifications:

Qualifications:

Educated to G.C.S.E. standard (or O Level) required.
To A-Level standard preferable.

Experience, skills and personal attributes:

Experience of working on a busy and corporate reception desk. Managing a team and providing a first class level of customer service.
Previous knowledge of NFS Rendevous is desirable.
Flexible and enthusiastic approach to team work.
Excellent telephone manner.
Adaptable and flexible.
Selfstarter, ability to use initiative and provide proactive support.
Ability to pay attention to detail and check own work.
Reliable and well organised.
Ability to work under pressure.
Confidence to deal with internal and external clients.