Job Description
We have an exciting opportunity for an Office Assistant/Receptionist to join our Business Services department on a permanent basis.
At Michelmores, we put our clients at the heart of everything we do. With offices in Exeter, London, and Bristol we work with a diverse range of clients who provide our lawyers with the high quality, intellectually stimulating and exciting work they thrive on.
Role Purpose
- To provide an efficient and effective front of house service for the London office.
- Providing efficient and effective administrative support as part of the Support Hub.
- Develop strong, trusting working relationships with staff and clients at all levels, always ensuring excellent front of house support.
- Providing Hospitality support as and when required
Role Requirements & Responsibilities
Main Duties:
Post
· Open post and DX and distribute it accordingly
· Receive internal and external mail as required and in particular special delivery and couriers
· Frank the post ready for collection
· Stamp the DX ready for collection
· Organise special delivery/couriers for outgoing post as required
Administrative Support
To assist Lawyers and Support Staff with:
· Photocopying
· Scanning
· Document binding
· Printing documents
· Ordering office stationery.
· Supporting the London Office Manager with identifying and addressing facilities issues.
· Support the wider administrative team with ad-hoc requests.
· Collecting and delivering of DX from local DX office.
· Building relationships with suppliers.
· To adhere to the sites security procedures and regulations as set out by the building management.
· Maintaining Front of House protocol.
· Any other reasonable tasks or duties which will assist the efficiency of the Department
Front of House
· Meeting and greeting visitors to the London office and providing an excellent front of house service.
· Informing relevant parties of the arrival of visitors.
· Ensuring that all incoming calls to the switchboard are answered swiftly and efficiently and transferred to the correct extension.
· Ensuring reception is always covered throughout the working day.
· Ensuring the general tidiness and cleanliness of the meeting rooms and kitchen.
· Clearing meeting rooms immediately after meetings have finished.
· Ensuring there are adequate stationery supplies in each meeting room.
· Liaising with the Exeter and Bristol offices to ensure that all telephone lists in the London office are up to date.
· Working with IT to ensure video conference meetings are set up accurately and on time and assisting with the maintenance of hot desks, including basic hardware (i.e., set up PC and Telephone) support for visitors.
· Co-ordination of booking of meeting rooms and setting up of meeting rooms for seminars and meetings.
· Arranging and setting up of refreshments for meetings including lunches. Occasionally organising lunches from external catering providers.
Service Excellence
· Responding to queries and requests promptly and efficiently.
· Striving to provide the highest levels of service to internal and external clients.
· Anticipate the needs of internal and external clients and provide proactive solutions.
· Build and maintain effective relationships with team members and clients and develop knowledge of the department processes.
· Strive to provide the highest levels of support to both internal and external clients.
Marketing, Sales, and Communication
· Working alongside the RE Support Supervisor/London Office Manager as a first point of contact within the London office to enquiries from the BST department and facilities team in Exeter/ Bristol/ Sidmouth.
· Acting as a friendly and efficient interface between Michelmores and the clients.
· Respond to queries promptly and efficiently.
· Always maintain effective and friendly communications with all other members of staff.
· Actively contribute to team meetings.
· Use effective communication methods, both internally and externally, tailored to specific situations.
Management and Leadership
- Proactively manage task lists for self and lawyers.
- Develop own skills and knowledge.
- Support other team members by sharing knowledge and ensuring own and others' skills are developed.
- Seek to develop and implement ideas for improving service delivery or ways of working within the team.
Financial Management
- Produce high quality work, first time, to support fee-earning capacity across the firm.
The Candidate
We are looking for an enthusiastic, friendly team player who is self-motivated and committed to working towards goals with strong interest and career commitment.
Experience Required
- Good level of basic education including Grade C or above in Maths and English at GCSE (or equivalent)
- Previous experience in a professional services administrative support role is essential
- Competent with Microsoft Office (Word, Excel, Outlook etc.) and using data management systems
- Excellent organisational and time management skills
- Able to communicate with all levels across the Firm effectively
- Excellent telephone manner
This is a great opportunity to join a progressive and forward-thinking Firm where clients recommend us because of the quality of our people and the depth of experience across the whole firm.
As a firm we are committed to supporting our people across all levels to achieve the balance they need. We work in a flexible and agile working environment, and we are open to talk flexible working to empower any candidate to put forward a working pattern to meet their needs. This is something we would be happy to discuss more during the process.
Michelmores LLP is an Equal Opportunities Employer
*No Agencies Please*
Job Types: Full-time, Permanent
Schedule:
Work Location: One location