The Hospitality and Reception Assistant provides effective client service, hospitality, and general reception duties.
Essential Duties
- Hospitality & Event Coordination: Room Setup – working with support for appropriate furniture layout and audio‑visual (AV) equipment.
- Catering Support – set up food and beverages as per room booking requirements.
- Area Maintenance – ensure reception, conference rooms and client‑facing areas remain clean, tidy and well‑stocked.
- Each morning fill coffee machines with milk and ensure tea points are stocked.
- Front Desk & Reception Guest Services – warmly welcome guests, process check‑in/check‑out and issue security passes where appropriate.
- Communications – professionally answer and direct all incoming calls in a timely manner, checking voicemail messages as needed.
- Reservations – assist with scheduling conference rooms using Maptician.
- Administration & Support Deliveries – collect post, parcels and deliveries from the loading bay every couple of hours and distribute as appropriate.
- Concierge – provide information on local amenities, arrange transport such as taxis and assist with special requests.
- Payments – process transactions and manage invoices.
- Perform other related duties as needed or assigned.
Reporting Relationship
The Hospitality and Reception Assistant reports directly to the Office Administrator.
Essential Experience, Skills & Qualifications
Experience of customer service in a professional environment is essential. Professional presentation and appearance are required, along with punctuality and the ability to work independently on assigned tasks or accept directions on given assignments.
Skills
- Customer Focus – exceptional verbal, interpersonal and written communication skills with a highly welcoming professional demeanor. Telephone etiquette.
- Organization – ability to multitask, prioritize duties and remain calm under pressure.
- Tech Literacy – proficiency with Microsoft Office (Outlook, Word, Excel).
- Education – GCSE or above.
Physical Demands
Must be able to move around the office up to 85% of the time to make copies, scan, file etc. Remains stationary at least 15% of the time. This position operates computers and other office productivity machines (e.g. copier, printer, scanner) on a regular basis and occasionally requires moving deliveries weighing up to 15 lb. Constant communication and exchange of information with attorneys, clients and staff is required; inspection of information on a computer screen at least 15% of the time.
Working Conditions
Office environment. Hours 8:00am – 5:00pm or 9:00am – 6:00pm on alternate weeks, 40 hours per week.
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