Owen Reed are recruiting for a Reception Team Coordinator to join a top London law firm.  The Reception Team Coordinator will report to the  Administrative Services Manager (ASM).

General Summary
Provides diverse administrative and organizational support to the Reception team to provide high quality and efficient service to the lawyers and their clients such that the business needs of the Firm are met.  The Reception Team Coordinator will supervise and will provide telephone services, front of house reception services and conference room scheduling services for the London office as well as for numerous visiting lawyers and their clients.
Interactions
The Reception Team Coordinator will regularly interact with Firm Lawyers, paralegals and staff in facilitating the flow of all reception work. The Reception Team Coordinator works closely with the ASM , other administrative heads, the Events Manager, the Catering Manager, other receptionists and all other staff in the London office.  The Reception Team Coordinator will also greet visitors and field calls from a wide variety of clients, outside counsel, job applicants, vendors, building maintenance and security personnel.

Summary of duties:
    To supervise the reception and telephone operations of the London office.
    To ensure that the team members’ appearance and time-keeping meet the Firm’s standards.
    To organise the staffing rota and communicate this to the ASM each week.
    To monitor holidays and sickness drawing to the attention of the ASM any issues.
    To issue weekly email listing visitors to the office.
    To facilitate the improvement of individual and team performance including identifying team and individual development needs with the Director of Administration.
    To monitor and maintain a healthy, safe and secure workplace at Reception and in the Conference Suite.
    To relay any serious problems to the ASM so they can be resolved quickly and effectively.
    Carries out the normal duties of a Receptionist which include:
    Telephone - operate Cisco console in accordance with Firm procedures.
    Voice Mail - use voice mail in accordance with firm procedures and attorney specifications.
    Outlook - e-mail telephone messages to the attorneys per their request to receive them on their blackberrys
    Deliver messages as needed to conference rooms.
    Receive and forward calls as needed.  Answer inquiries and send calls to the appropriate party.
    Place long distance calls, conference calls as needed by attorneys and visitors in accordance with Firm procedures.
    Greet all guests and visitors.
    Offer coat closets, rest rooms, beverages, telephone booths, etc. as needed.
    Provide any and all information and/or assistance to clients, visiting attorneys, and vendors.
    Assist with travel arrangements, restaurant reservations, car services, etc. for visiting attorneys.
    Meet & Greet for special events and manage groups of 50+ - sign in sheets, coat check, etc.
    Maintain reception seating area and courtesy telephone booths for tidiness, supplies, light bulbs, etc.
    Create new and replacement security passes for employees.
    Gain an understanding of the security system for the building and working practices connected with it
    Process requests for conference rooms, break out rooms, and visiting attorney offices.
    Search for available rooms as needed and seek out assistance from the Director of Administration or other receptionists to resolve conflicts.
    Process accompanying meal and beverage requests, audio-visual requests, notary requests, etc. and notify appropriate manager.
    Make taxi and courier arrangements as required.
    Liaise with internal and external teams regarding setup requirements for meetings.
    Assist Video conferencing team with checking microphone setup in advance of scheduled meetings.

Any other ad-hoc requests or project work as required.

Key Skills:
    Demonstrates initiative and strong client focus, taking responsibility for tasks and issues, proactively taking ownership to ensure successful conclusion.
    Good supervisory and motivational skills
    Good interpersonal skills
    Strong organisational skills
    Must possess the ability to remain pleasant and accommodating under pressure.
    Knowledge of basic office procedures.
    Telephone etiquette skills
    Ability to prioritise effectively.
    Self-starter able to assume responsibility and take initiative.
    Willing and able to work overtime when required
    Demonstrates confidence in approach, including proactively completing tasks that may be outside general scope of duties
    Team player, able to work well with others to achieve departmental or task specific goals.
    Practice and foster an atmosphere of teamwork and cooperation