Receptionist & Office Services Coordinator

Job Description

Receptionist & Office Services Coordinator

Full-time, permanent

London, UK

Full-time office based

About the team:

As part of the Office Services team, you will have the chance to work with an exceptional group of office support personnel from Administrators and Receptionists to the PA’s who work with the Partners to ensure a smooth functioning office. Led by the Office Services Director of our UK offices, the team is a dynamic group of fun personalities, and we are looking for another person to join!

About the role:
Reporting into the Office Services Manager, this role will be responsible for ensuring coverage of the Reception of our London office and providing postal administrative support for the Office Services team.

Key responsibilities:

• To act as the face of Fragomen when meeting and greeting visitors to the London Office
• To answer and redirect all phone calls to the main switchboard
• To ensure the reception area is kept clean and tidy at all times
• To assist with monitoring Reception London inbox, actioning emails in a timely manner and raising any issues with the Office Services Manager
• To assist in managing all meeting room bookings and to take full details of clients coming to site and informing ground floor security accordingly
• To assist in managing the meeting rooms/event set ups where needed and all refreshments for meetings 
• To cover the early Reception shift when required
• To book Fedex and other couriers for the office when requested

Administration duties will include:

• Scanning all incoming post and BRPs, searching on Connect for the Caseworker and then emailing to the correct contact
• Preparing documents and bundles for Caseworkers and Royal Mail Special Delivery envelopes for sending applications to the UKVI and returning documents and BRPs to clients
• Sending a copy of all envelopes and documents being sent to the Caseworker
• Process all outgoing post including franking logging into the Royal Mail records and logging costs onto Connect in real time
• Ensuring all postal tasks are completed and left for collection at ground floor reception by Royal Mail by 3.00pm each day
• Understanding the importance of filling out all envelopes and logs neatly and clearly, with all the necessary details included
• Scanning bundles, full passport copies and other legal and personal documents and uploading to Connect case record
• Ensuring all original documents are handled carefully and kept in the order specified by the Caseworker and scanned copies are checked for accuracy before emailing to the Caseworkers
• Preparing original documents for legal certification by an Associate such as passports and birth certificates
• Preparing documents and parcels and booking with FedEx for couriering to clients and ensuring these are left with reception for daily collection at 4.30pm
• Preparing documents and parcels and booking City Sprint couriers for local deliveries and over-night couriers, filling in internal forms and leaving with reception for collection
• Provide other ad hoc administrative duties as instructed by the Office Services Manger as required

About you:

We are looking for a self-starter who is motivated to provide high levels of service to everyone that they work with. If you are looking to take that first step into starting your career and have an interest in administration and office services, this could be the opportunity for you.

Also required:

• Able to act under instruction with limited supervision
• When work is allocated, clarify issues that are unclear and asks for the necessary information to complete tasks
• Implement effective processes to manage workflow and meet deadlines
• Demonstrates proficiency in word processing, Internet, and email systems
• Completes tasks within agreed timeframes and in line with expectations
• Ensures work completed is accurate and follows standard layouts
• Keep staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity

Fragomen in London:
Our London office has over 340 people working collaboratively and creating a dynamic, positive environment. You can expect a great working environment and regular events such as Summer and Christmas parties, social and cultural events.

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Strategy (RBS) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas.. These focus areas include: Wellbeing, Diversity and Inclusion, Charity & Pro bono work, Social and Environmental & Sustainability. The RBS initiative offers great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities at the Firm. These range from social events and activities, to regular wellbeing newsletters and diversity discussions.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.