Receptionist (First Impression Assistant)

Salary: £32,000 plus company benefits

Location: Canary Wharf, London

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 9.00am to 5.00pm

Work model: On-site

Williams Lea seeks a First Impressions Assistant to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms.

Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role 

The First Impression Assistant is the first point of contact for visitors calling or visiting our client’s office. Duties include welcoming clients and visitors to the office, handling switchboard calls, organising and preparing hospitality and offering administrative support to the firm. Every task which is undertaken must be delivered with an exceptional customer service approach.

A successful First Impression Assistant should have a welcoming and pleasant personality, with the ability to easily build rapport with people. They’ll be able to deal with urgent tasks in a timely and effective manner, and the ability to multitask is important for this position.  

Key responsibilities 

Reception

•     Meeting, greeting and registering of clients and visitors to the building and directing them to their place of appointment.

•     Ensure the highest possible level of client service are delivered at all times.

•     Maintaining high standards of presentation in the reception area

•     Monitoring of the Reception and Switchboard inboxes and actioning requests/queries in a timely manner

•     Provide cover for functions and events as and when required.

Meeting Rooms

•     Booking and controlling use of rooms using a computerised room booking system (RBS)

•     Checking tidiness and cleanliness before and after use

•     Informing the Senior Receptionist of any re-occurring inconsistency of cleanliness of the rooms

•     Replenishing of stationery

•     Ensure reception task checklists are completed and that the volume of business, waitlist and meeting room analysis is completed regularly

•     Arrange for swearing of oaths by solicitors

Events

•     Act as a first point of contact for all general events enquiries, liaising with the booker / host regarding all aspects of the event, such as catering, audio-visual, itinerary, badges, signage etc.

•     Provide support by liaising with all relevant departments to ensure that all the requirements are met and that the event runs smoothly

•     Liaison with catering staff regarding booking of refreshments for meetings

Mailroom & Couriers

•     Ensuring mail runs are carried out to schedule

•     Delivery of internal Mail, incoming Post, Incoming Couriers

•     Utilising mailtrack to ensure accurate capture of runs and tracking of

•     Keeping stocks of Stationery to an acceptable level

•     Delivery and collection of goods from the Loading Bay

•     Processing outbound mail

•     General Administrative duties

•     Any other reasonable duties as requested by the Williams Lea Management Team

Personal Attributes:

•     A committed attitude and dedication to creating a memorable guest experience

•     Fluent written and spoken English

•     Experience using email and Microsoft packages

•     An energetic approach that shines through in your work

•     A team focused attitude

•     A natural passion and desire to make every visitor smile

•     Excellent personal presentation

•     Adopts the company values – Teamwork, Integrity, Passion and Success

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

25 days holiday, plus bank holidays

Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.

Life Assurance

Private Medical Insurance

Dental Insurance

Health Assessments

Cycle-to-work scheme

Discounted gym memberships

Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com(we do not accept applications to this email address).