Front of House Assistant
3 days ago
London
Duties and Responsibilities The purpose of this role is to contribute to helping to run and maintain a professional reception desk, always look after the Front of House area, as well as undertaking switchboard duties and coordinating centralised meeting rooms reservation position. The main focus is on Client Care, so customer service skills are essential. Ensuring all tasks are carried out to the required standards including: • Meeting and greeting clients in reception, client facing meeting rooms and lounge areas with a smile in a friendly, professional and courteous manner., • Looking after all internal and external clients when in FOH areas-providing directions, support and care., • Working with extremely confidential information., • Maintaining all FOH areas at all times-restocking literature, newspapers and making sure the areas are tidy., • In communication with Concierge team making sure early or late arrivals are looked after, offered refreshments and escorted to appropriate meeting rooms., • Managing Emails/Inbox in a timely manner., • Using Microsoft Office, Outlook, DMS, Teams/Zoom, Manhattan meeting room booking system and Jabber/ ARC Console switchboard systems., • Ensuring the meeting rooms are set up, vacated on time and any maintenance issues are reported., • In communication with Catering and IT teams accommodating last minute requests, extra AV and refreshments orders etc., • Maintaining stationery and necessary equipment in the meeting rooms., • Liaising with Hospitality, IT and other areas of the Firm to provide a smooth-running service area for internal and external clients., • Using ARC Console switchboard operator system and other associated equipment to answer all external/internal calls., • Announce all calls to Partners, Consultants and Directors., • Re-directing and screening the calls as appropriate and taking adequate messages when required., • Accommodating, managing and processing the high-volume meeting room requests when received via email or phone call., • Knowing the type, location, size and layout of the meeting rooms available and accommodating all requests to the best availability/demand., • Creating and maintaining the reservations records, communicating the information to the host., • Ad-hoc admin tasks as and when required. Skills/Experience The ideal candidate will have experience of working in a professional services environment and have a proven record working on a busy and demanding Reception, switchboard and reservations desk. They must have excellent communication skills, efficient telephone manner and display maturity at all times. A calm, flexible as well as energetic attitude is needed, to be able to assist cross departmentally within the Front of House team. They will possess excellent customer service and complaint handling skills. They will also be computer literate and possess good organisational skills. It is important the right candidate takes pride in their presentation and exercises both patience and discretion, coupled with the ability to working under pressure. Person Specification • Excellent attention to detail., • Good command of the English language (verbal, written)., • Excellent telephone manner., • Outstanding customer services skills., • Excellent organisational, planning and prioritisation skills., • Excellent listening skills, ability to deal with difficult and distressed clients., • Ability to effectively manage own workload., • Ability to communicate effectively with people at all levels., • Ability to work independently and as part of a team., • Personable and confident, able to build relationships with partners / key stakeholders., • Resilient and calm under pressure., • Adaptable and flexible approach, including the ability to adjust to last-minute changes., • Pro-active and takes initiative. Please note that this job profile is not an exhaustive list of duties but merely an outline of the key components of the role. You may be required by your line manager to take on additional responsibilities when requested. About About The Mishcon de Reya Group The Mishcon de Reya Group is an independent, international professional services business with law at its heart, employing over 1400 people with over 650 lawyers. It includes the law firm Mishcon de Reya LLP and a collection of leading consultancy businesses that complement the firm's legal services. Mishcon de Reya LLP is based in London, Oxford, Cambridge, Singapore and Hong Kong (through its association with Karas So LLP ). The firm services an international community of clients and provides advice in situations where the constraints of geography often do not apply.The work the firm undertakes is cross-border, multi-jurisdictional and complex, centred around three increasingly entwined and connected sectors: the Innovation Economy, Private Wealth and Capital, and Real Estate. The firm is known as a disputes powerhouse with a formidable capacity firmwide for dispute resolution. The Mishcon de Reya Group includes consultancy businesses MDR Discover , MDR Mayfair (in London, Singapore and Dubai), MDR ONE , and MDRi (in Hong Kong). The Group also includes MDR Lab , which invests in the most promising early stage legaltech companies as well as the Mishcon Academy, its in-house place of learning and platform for thought leadership. In 2024, the Group announced its first strategic acquisition in the alternative legal services market, flexible legal resourcing business Flex Legal. It also acquired a majority stake in Somos, a global group actions management business. We strive to create a fully diverse and inclusive workplace where all our people are empowered to fulfil their potential. We are proud of our agile working culture and are always happy to talk flexible working.