Front of House Coordinator

About Withersworldwide

A law firm focused on people and collaboration. For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives. We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. Many of our clients are shaping the future and creating solutions to tackle many of the world's problems.  It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future. To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first. Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

What are we looking for?

We are looking for a professional, friendly and reliable receptionist with excellent communication skills to join our front of house team.  This is a front-line position ensuring clients, both internal and external, are dealt with courteously and promptly, on the telephone, via email, and face to face.  This role would work closely with the team in supporting the Front of House Supervisor to cover the Withers reception, administration and AV support.  The ideal candidate will have experience working in a professional environment, have a calm and welcoming manner and be well organised.

Main responsibilities

• Understand the structure and nature of a law firm with highly prestigious clients
• Meeting and greeting of clients, and escorting them to the meeting rooms
• Have an understanding of Zoom/Microsoft Teams meetings, and be able to set these up and assist in the meeting rooms as well as support AV in meeting rooms
• Arrange conference calls by issuing PIN numbers and details of the bookings so that the correct client/matter number is charged
• Room bookings are made using Manhattan Space Scheduling. Process requests are submitted via the system, and this role will need to screen the details to ensure the organiser has captured everything, amend if necessary and approve the request
• If the room requires specific equipment, ensure appropriate set up and set down times are included in the booking
• Ensure that all visitors are registered on the portal for the ground floor building reception
• Book and facilitate taxi arrangements using an online booking tool, and keeping the spreadsheet updated with all new bookings
• Plan ahead and anticipate challenges to ensure smooth running of room availability.  This would involve moving meetings around at a moment’s notice, liaising with catering, ensuring least disruption
• Provide detailed handover at changeover times so that everyone is aware of who is in the meeting rooms, whether direct contact has been made with the host notifying them of the client's arrival, by hands awaiting collection and AOB
• Prioritise workload so that clients and urgent matters are dealt with efficiently, effectively and always to a high standard
• Ensure reception area is clean and tidy at all times
• Always deal with clients in a professional, courteous and discreet manner

This list of duties and responsibilities is not exhaustive.  It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.

Key skills and experience

• Knowledge of a room booking system, ideally Manhattan Space Scheduling or Datacraft Hospitality Suite
• Be of a helpful and friendly disposition – making clients feel welcome both on the telephone and in person
• Knowledge of general telephone systems, telephone and call logging equipment
• Flexible approach and a strong desire to provide an outstanding service to clients both internally and externally
• Good interpersonal skills and good oral and written communication skills
• Ability to effectively prioritise and execute tasks in a high-pressure environment
• Keen attention to detail
• Smart, calm and professional manner
• Be a good team player
• Be reliable, enthusiastic and have total discretion
• Ability to use own initiative and be proactive

The essentials

• 9:30am – 5:30pm Monday to Friday inclusive, however flexibility is essential to cover the team rota needs when required between the shift hours of 8.30am to 6pm
• This is an office-based role
• 12-week probation period
• 4-week notice period
• Flexible benefits package including pension, private medical, season ticket loan, subsidised gym memberships, lifestyle discount scheme, on site café and more

Information for Recruitment Agencies

Withersworldwide endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withersworldwide operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement

It is the policy of Withersworldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.