Job Purpose
To provide a professional front‑of‑house service, ensuring that agreed standards of client care are adhered to in every aspect of the role. To provide effective and efficient office service deliverables, including administration and basic levels of IT support. To cover Office Services and Records Management duties as and when required.
Responsibilities and Duties
* Meet and greet clients and visitors to the firm in a personal and confident manner (including the signing in of contractors) in line with our Meet and Greet Policy and Standards.
* Monitor and provide refreshments for client meetings and visitors. Book catering facilities and organise lunches when required.
* Assist and organise in‑house events, including liaising with event organisers, booking refreshments, agreeing layouts and other general event arrangements.
* Coordinate and prepare meeting rooms and conference spaces, including setting out the correct table/chair configurations for different meetings and events. Ensure all necessary equipment and materials are in place and set up online meetings on the audiovisual kit for attendees, providing hands‑on assistance with equipment and helping to solve technical issues that may arise during sessions. Support guests with establishing wireless connectivity as needed.
* Take ownership of the front‑of‑house space, ensuring the reception area and meeting rooms are tidy and well equipped.
* Ensure team colleagues are kept up to date via clear notes in appointments and/or other communications.
* Book meeting rooms, hot desks and maintain relevant calendars and reception diary.
* Book and log couriers and taxis.
* Assist with staff inductions and office health and safety tours. Be an office Fire Monitor and First Aider (training provided if necessary).
* Sort, scan and distribute incoming and outgoing post (Royal Mail, domestic and international couriers). Collect and sign dockets for incoming post and ensure all franked post is ready for collection by Royal Mail from main reception.
* Handle franking machine top‑ups, preparing and franking outgoing post.
* Carry out various manual handling duties, e.g. files, boxes, furniture and ad hoc items.
* Undertake photocopying for fee‑earning groups as and when required. This will also include faxing, binding, scanning, printing and sorting documents.
* Ensure the meeting rooms, kitchen and hot desks have the appropriate stationery/supplies. Keep the areas clean and tidy – regularly cleaning common touch points in all areas and clearing rooms and re‑arranging furniture for the next day.
* Carry out daily top‑ups and cleaning of the office coffee machine.
* Order supplies and stationery from relevant companies.
* Work with IT support both on site and remotely when required; log support tickets, ensure printers have paper stock and assist with minor printer issues and other troubleshooting.
* Undertake duties that are consistent with the job description as assigned by the Guildford Office Manager or Head of Office Operations, such as large external and internal meeting set‑up including monthly social events.
* Assist with the archiving/retrieval of records in accordance with firm procedures, including liaising with other offices and external archive storage sites for file deeds and wills archiving and retrieval.
Knowledge, Skills, and Experience Required
* Previous experience is preferred.
* Experience in an office services and facilities role would be highly advantageous.
* Excellent telephone manner delivered with a warm, confident and happy demeanour.
* Effective interpersonal and communication skills.
* Flexible and methodical approach to work, including willingness to adhere to required working hours.
* Competent in using Microsoft Office, including Word, Excel and Outlook.
* Problem‑solving ability and strong team‑working skills.
* Accuracy and attention to detail.
* Comfortable with IT – setting up laptops & smartphones, Wi‑Fi access, AV equipment, etc. (or willingness to be trained).
* Knowledge of or an interest in learning about the legal sector.
Hours of Work
40 hours a week with an hour for lunch. Working hours may be amended due to operational requirements.
Benefits
* 25 days holiday (including 3.5 days taken during the Christmas period), plus birthday holiday and bank holidays.
* Holiday Buying Scheme.
* Enhanced maternity / paternity pay.
* Life assurance.
* Private healthcare.
* Employee assistance programme.
* Sodexo discounts.
* Pension scheme.
* Interest‑free season ticket loans.
* Cycle to work scheme.
* Discounts on legal work.
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