Receptionist Business Support Coordinator
Our client a thriving, growing niche Litigation Law firm seek a Reception & Business Support Coordinator to join their busy Administration team.
Responsibilities
The role is responsible for delivering a professional, welcoming and efficient front-of-house service, acting as the first point of contact for clients, visitors and telephone enquiries while creating a positive first impression of the Firm. The postholder will ensure the office environment is safe, well organised and operates efficiently, taking ownership of facilities management by proactively identifying, coordinating and resolving maintenance and operational issues. They will also liaise with suppliers, contractors and building management to ensure the smooth day-to-day running of the office and maintain a high standard of workplace presentation and functionality.
•Meet and greet clients and visitors.
•Manage reception, incoming calls and post.
Coordinate meeting room bookings and refreshments.
•Liaise with building management and facilities contractors.
•Monitor office maintenance, catering and office supplies.
•Support health and safety administration (including becoming an approved first aider and fire marshal)
•Maintain shared office and client areas to a high standard.
•Helping with firmwide annual parties and social events in addition to marketing and BD events, as noted below.
The role will also support client onboarding and the efficient delivery of operational administration by maintaining accurate business systems, records and data. The postholder will provide high-quality administrative support to the Operating Partner and assist the IT Director with non-time-critical activities and projects. They will also support operational processes that enable fee earners and business services teams to work effectively, ensuring administrative tasks are completed accurately, efficiently and in line with the Firm's procedures and compliance requirements.
•CRM data entry and maintenance.
•Matter opening administration.
•IT administration, asset records and project support.
You will also Support the delivery of the firm's marketing and business development events by assisting with the organisation and coordination. Helping maintain accurate data and client relationship information, ensuring records are up to date and supporting the effective management of marketing events.
•Coordinate internal seminars, networking events and client functions.
•Arranging refreshments and catering for internal events.
•Track event attendance activity and help support follow-up actions.
•Help manage invitations, registrations and attendee communications.
•Update CRM records and marketing databases.
Ideal candidates must have the following:
The successful candidate will have a minimum of 2–3 years' experience in a front-of-house role within a professional services environment, ideally within a law firm, accountancy practice or consultancy.
They will demonstrate:
•A minimum of 2–3 years' experience in a professional services firm.
•Previous experience delivering an exceptional front-of-house and client service experience.
•Experience coordinating office administration and supporting day-to-day business operations.
•Strong office software skills, particularly Outlook (including Mail merge), Word, Excel, PowerPoint, Gantt charts, and use of AI in a work setting and CRM tools
•Excellent organisational skills with the ability to manage multiple priorities and meet deadlines.
•High levels of accuracy, attention to detail and administrative excellence.
•Excellent verbal and written communication skills.
•Experience of CRM systems, Sharepoint, IManage and accurate data entry.
•Experience supporting client onboarding, matter opening or compliance administration (including KYC checks) would be advantageous.
•Experience supporting marketing activities, client events or business development initiatives including experience of using LinkedIn as a business tool.