Receptionist & Business Services Assistant

You are our brand ambassador and where our client experience starts. We strive to provide professional client service and business support of the highest standards.

Key responsibilities and deliverables

Reception and Client Care:

• Manage clients’ and visitors’ hospitality, including serving of drinks and refreshments.

• Attend to clients’ and visitors’ requests including document printing, catering and transport arrangements.

• Respond to telephone calls promptly and ensure that the reception is maintained at all times.

• Maintain schedule of conference room bookings for meetings, client events and various activities

• Provide first line of support for any audio and video support and requirements for internal and client meetings.

• Ensure client suites and social zones are always tidy.

• Keep records for office security access passes.

Business Services:

• Support fee earners with secretarial tasks including document printing, photocopying, binding, preparing DR hearing bundles and making travel arrangements and restaurant bookings.

• Covers any absence in the secretarial team.

• Liaise with the building management regarding maintenance and repair issues

• Coordinate with vendors regarding maintenance and repair of office equipment and services.

• Monitor inventory for pantry, stationery, and other office supplies.

• Attend to courier and transportation requests.

• Assist the marketing & business development team with the organisation of client seminars, along with other events such as conferences and client networking events. Responsibilities include liaising with venues, caterers and room setups, maintaining RSVPs and preparing name badges.

• Address all other ad-hoc requests.

Key requirements

Successful candidates will have excellent customer service skills and must be outcome oriented. The ability to work in a fast-paced environment with strong attention to detail is essential.

Key Qualities and Skills:

• Exceptional customer service skills.

• Excellent communication skills (written and verbal) with the confidence and ability to deal with people at all levels.

• Eager to learn and not afraid to ask questions.

• Have a positive attitude and ability to work under pressure.

• Team player – reliable, flexible, enthusiastic, helpful and willing to work beyond normal hours from time to time.

• Good administrative skills; attention to detail and accuracy.

• Strong sense of urgency and problem-solving skills.

• Ability to prioritise and work at own initiative.

• Must be technologically proficient and competent in Microsoft suite of applications.