Receptionist/Administrative Assistant

Reports to:  Office Manager Hours:  8:30 a.m.-5:30 p.m.

Ongoing temporary assignment

Responsibilities

• Meeting, greeting and registering of clients and visitors to the Firm and directing them to their place of appointment
• Ensure the highest standards of client service are delivered at all times
• Provide cover for functions and events as and when required
• Responsible for all conference room reservations and booking of offices as needed
• Checking tidiness and cleanliness before and after use of conference rooms (as and when needed)
• Maintaining high standards of presentation in the reception area
• Replenishing supplies in conference rooms (as and when needed)
• Ensure that any printing and copy requests are completed for clients, visitors and fee earners
• Liaise with IT Manager to ensure audio-visual equipment is provided as requested
• Informing and liaising with IT Manager regarding video-conferencing and audio- conferencing requests
• Responsible for reservations requests made by email or phone and to ensure maximum use is made of the space available in the conference area
• Liaison with staff regarding booking of refreshments for conference rooms
• Responsible for making coffee each morning (or when Offices Services is out)
• Responsible for booking cars for visiting attorneys, clients, etc.
• Update telephone directory and circulate (add to conference rooms and elevator lobby)
• Responsible for “IN/OUT” daily list
• Other duties include, but are not limited to, administrative tasks on an ad hoc basis
• Preparing various invoice request forms and verify accuracy of invoices
• Assisting Finance Controller with scheduling and organizing meetings and conference calls
• Assisting Office Manager with administrative tasks, as needed

Work Based Competencies

• Background in front desk and administrative services.
• Computer literacy – competent with Word, Outlook, Excel (Power Point a plus) 

Behavioral Competencies

• Ability to use initiative and be pro-active
• Strong organizational skills and ability to prioritize
• Excellent client service skills
• Enthusiastic, positive and committed team member
• Ability to cope with conflicting demands and meet deadlines
• Attention to detail with a high level of accuracy
• Communicates effectively at all levels, both verbally and written
• Excellent telephone manner
• Takes personal responsibility for getting things done
• Remains calm under pressure
• Excellent personal presentation
• Punctuality and reliability are essential