Duties and Responsibilities
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The purpose of this role is to contribute to helping to run and maintain a professional reception desk, look after the Front of House area at all times, as well as undertaking switchboard duties and coordinating centralised meeting rooms reservation position. The main focus is on Client Care so customer service skills are essential.Ensuring all tasks are carried out to the required standards including:
- Meeting and greeting clients in reception, client facing meeting rooms and lounge areas with a smile in a friendly, professional and courteous manner.
- Looking after all internal and external clients when in FOH areas-providing directions, support and care.
- Working with extremely confidential information.
- Maintaining all FOH areas at all times-restocking literature, newspapers and making sure the areas are tidy.
- In communication with Concierge team making sure early or late arrivals are looked after, offered refreshments and escorted to appropriate meeting rooms.
- Managing Emails/Inbox in a timely manner.
- Using Microsoft Office, Outlook, DMS, Teams/Zoom, Manhattan meeting room booking system and Jabber/ ARC Console switchboard systems.
- Ensuring the meeting rooms are set up, vacated on time and any maintenance issues are reported.
- In communication with Catering and IT teams accommodating last minute requests, extra AV and refreshments orders etc.
- Maintaining stationery and necessary equipment in the meeting rooms.
- Liaising with Hospitality, IT and other areas of the Firm to provide a smooth running service area for internal and external clients.
- Using ARC Console switchboard operator system and other associated equipment to answer all external/internal calls.
- Announce all calls to Partners, Consultants and Directors.
- Re-directing and screening the calls as appropriate and taking adequate messages when required.
- Accommodating, managing and processing the high volume meeting room requests when received via email or phone call.
- Knowing the type, location, size and layout of the meeting rooms available and accommodating all requests to the best availability/demand.
- Creating and maintaining the reservations records, communicating the information to the host.
- Ad-hoc admin tasks as and when required.
Skills and Experience
The ideal candidate will have experience of working in a professional services environment and have a proven record working on a busy and demanding Reception, switchboard and reservations desk. They must have excellent communication skills, efficient telephone manner and display maturity at all times.
A calm, flexible as well as energetic attitude is needed, to be able to assist cross departmentally within the Front of House team. They will possess excellent customer service and complaint handling skills. They will also be computer literate and possess good organisational skills.
It is important the right candidate takes pride in their presentation and exercises both patience and discretion, coupled with the ability to working under pressure.
Person Specification
- Excellent attention to detail.
- Good command of the English language (verbal, written).
- Excellent telephone manner.
- Outstanding customer services skills.
- Excellent organisational, planning and prioritisation skills.
- Excellent listening skills, ability to deal with difficult and distressed clients.
- Ability to effectively manage own workload.
- Ability to communicate effectively with people at all levels.
- Ability to work independently and as part of a team.
- Personable and confident, able to build relationships with partners / key stakeholders.
- Resilient and calm under pressure.
- Adaptable and flexible approach.
- Pro-active and takes initiative.
About The Mishcon de Reya Group
The Mishcon de Reya Group is an independent international professional service business with law at its heart, employing over 1450 people with close to 670 lawyers. It includes the law firm Mishcon de Reya LLP and a collection of leading consultancy businesses that complement the firm's legal services. We have grown rapidly in recent years, showing more than 40% revenue growth in the past five years alone.
Based in London, Cambridge, Oxford, and Singapore, with an association with Karas So LLP in Hong Kong, the firm services an international community of clients and provides advice in situations where the constraints of geography often do not apply. The work we undertake is cross-border, multi-jurisdictional and complex, spanning six core practice areas: Corporate ; Dispute Resolution ; Employment ; Innovation ; Private ; and Real Estate.
As of 1 January 2023, Mishcon de Reya and Taylor Vinters merged. The merger delivers on both firms' strategies to support the innovation economy and accelerate our growing share of the technology, media and life-sciences legal and consultancy services market in the UK and in key international innovation hubs globally.
In times of such far-reaching and profound change we want to be the law firm that enables our clients - and our own people - to shape the world's possibilities. We are here to help our clients benefit from new economies, new geographic centres of wealth, the new global movement of people and capital, and the impact of new technologies and new knowledge.
Our purpose remains rooted in our founding values. We take pride in the diverse range of people who make up the firm and are proactive in driving change and continuous improvement across the spectrum of equality, diversity and inclusion. Mishcon Academy, our in-house place of learning, development and new thinking for our people, clients and contacts and our innovative impact strategy, including acommitment to be a net zero carbon business, also play a central strategic role in the direction of the firm. In 2020 we launched Mishcon Purpose, a first-of-its-kind sustainability practice providing Environmental, Social and Governance (ESG) advice and purpose-driven insight to clients.
The Mishcon de Reya Group comprises standalone businesses MDR Brand Management, MDR Cyber, MDR Discover, MDR Mayfair(in London, Singapore and Dubai) and MDRxTECH. Complementary to Mishcon de Reya's core areas of work, each is led by best in class professionals recruited from a variety of non-legal industries and sectors.
Please note that this job profile is not an exhaustive list of duties but merely an outline of the key components of the role. You may be required by your line manager to take on additional responsibilities when requested.
We strive to create a fully diverse and inclusive workplace where all our people are empowered to fulfil their potential. We are proud of our agile working culture and are always happy to talk flexible working.
