Reception & Office Services Assistant

DMH Stallard is an award winning South East law Legal 100 firm with offices in London Brighton Gatwick Guilford Horsham and Hassocks. DMH Stallard has grown rapidly since it was established in 1970 and has a headcount of approx 380. Our firm provides a comprehensive range of commercial dispute resolution and litigation employment cyber security and cybercrime corporate intellectual property real estate and technology media and telecoms advice to both businesses and clients our people and our professional networks are the keys to our success.

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 Reception/Office Services and Records Management duties as and when required.

RESPONSIBILITIES AND DUTIES

• To meet and greet clients and visitors to the firm in a personal and confident manner (including the signing in of contractors).
• Monitoring and making refreshments for client meetings and visitors. Booking catering facilities and organising lunches when required.
• Assisting with inhouse events including liaising with the event organisers/ restaurant booking food dealing with menus & dietary needs and event responsibilities.
• Assisting in the coordination and preparation of meeting rooms for training and meetings. Understand 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 the preferred meeting room layout. Assist guests with wireless connection.
• Taking ownership of the front of house space ensuring the reception area and meeting rooms are tidy & well equipped.
• Ensuring team colleagues are kept up to date via clear notes in appointments and/or other communications.
• Booking meeting rooms hot desks and maintaining relevant calendars and reception diary.
• Booking and logging couriers and taxis.
• Assisting with staff inductions and office health and safety tours. Being an office Fire Monitor and First Aider (training provided if necessary).
• Positively contributing to an effective client focused team and a continually improving service.
• Sorting scanning and distributing incoming and outgoing post (Royal Mail domestic and international couriers).
• To collect and sign docket/s for incoming post from the buildings postroom. Return all franked post to the postroom to be collected by Royal Mail via the post room operatives.
• Franking machine top ups preparing and franking outgoing post.
• Carry out various manual handling duties e.g. files boxes furniture & ad hoc items.
• Undertaking photocopying for feeearning groups as and when required. This will also include faxing binding scanning printing and sorting documents.
• Maintaining and upkeep of the meeting rooms kitchen and hot desks with the appropriate stationery/supplies. Keep the areas clean and tidy this will include the need to regularly clean common touch points in all areas and clearing rooms and rearranging the furniture ready for the next day.
• Carry out daily top ups and cleaning of the office coffee machine.
• Ordering of supplies and stationery from relevant companies.
• Work with the IT support person/s when required; log tickets accordingly ensuring the printers have paper stock and assist with minor printer issues and other troubleshooting. Assist Accounts when required by replying promptly to enquires.
• Assisting with Health & Safety matters to ensure we meet our H&S requirements policies and procedures.
• To assist in the monitoring & policing of the standards of cleaning of the premises taking corrective / proactive action as appropriate.
• To assist with the building checks identifying maintenance issues in conjunction with the Office Operations & Guildford Office Manager.
• To undertake such duties that are consistent with the job description as assigned by the Guildford Office Manager or Head of Office Operations. For example large external and internal meeting setup including monthly social events.
• Assisting with the archiving/retrieval of records in accordance with firm procedures which includes liaising with other offices and external archive storage sites for file deeds and wills archiving and retrieval.
• Accurately maintaining the firms records management Artiion database.

KNOWLEDGE SKILLS AND EXPERIENCE REQUIRED

• Previous Reception 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 skills and good oral and written communication skills.
• Flexible and methodical in your approach to work and the working hours required.
• Competent in using Microsoft Office including Word Excel and Outlook.
• Able to solve problems considering the needs of the business.
• Effective team working skills.
• Accuracy and attention to detail.
• Comfortable with IT setting up laptops & smartphones WiFi access AV equipment etc. (or willingness to be trained).
• Knowledge of or an interest in learning about the legal sector.

Benefits:

• 25 days holiday (of which 3.5 are taken during the Christmas period) plus Birthday holiday plus Bank Holidays.
• Life Assurance
• Private Healthcare
• Employee Assistance Programme
• Sodexo Discounts
• Pension Scheme
• Interest free season ticket loans
• Cycle to work scheme
• Discounts on Legal work