Client Services Assistant

at  Pinsent Masons

CANDIDATE OVERVIEW

We are looking for candidates who ideally hold the following skills and experience:

• Fluent Arabic and English
• Experience in a customer service/partnering environment; customer-focused.
• Experience of working in Facilities department within a similar professional services environment, preferably legal.
• Experience of using a hospitality/desk and room booking system.
• Able and willing to undertake standard housekeeping responsibilities.
• An ability to build relationships quickly with a wide range of people, with the confidence to work with (and to some extent manage) senior people across the firm

ROLE OVERVIEW

Here at Pinsent Masons we bring together the best people to get the job done. We’re naturally curious, constantly learning, listening, and growing. We’ll truly value your ideas. You’ll be joining an award-winning, hardworking and commercially minded team, where you’ll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You’ll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.
Our people are our success, and we work as one team.
We are recruiting two Client Services Assistant to provide client facing services, facilities and Team Administrator support across various areas of the business by providing a high level of customer and service excellence.
Reporting to the Workplace Manager, this role will be based in Riyadh and will work a 40-hour week, rotating between the hours of 0800 – 1900, Sunday to Thursday.

MAIN DUTIES AND RESPONSIBILITIES:

Client Services

• Greet and refer clients and guests to appropriate staff.
• Coordinate for serving refreshments to guests.
• Monitor housekeeping of the reception/office area at all times, including cleaning and maintenance to ensure the high standards within these areas are maintained consistently.
• Provide cover in the Client Welcome space.
• Ensure that the office’s client kitchen supplies are well stocked and liaising with suppliers, including managing the room keeping it organised and neat.
• VC Booking (booking rooms, sending VC requests, VMR details).
• Coordinate meeting room bookings (via Condeco room booking system).
• Answering incoming telephone calls in a professional manner.
• Dealing with enquiries from internal and external clients.
• Taking and relaying messages (ensuring that lawyers and clients receive those messages promptly, particularly if they are out of the office).
• Maintain a log of outgoing/incoming couriers and hand deliveries.
• Assist with setting up AV and VC for meetings.
• IT assistance for internal events, presentations, Ad hoc Technical Assistance.

Facilities

• Coordinate the office requirements for stationery and pantry supplies, filling, scanning and printing jobs etc and assist them with prioritising tasks and liaising with the PAs and fee earners.
• Coordinate with the Riyadh facilities team for supplies of items that are not available in the local market.
• Assist the Workplace Manager with arrangements for building access / security passes, deliveries and parking
• Assist the Workplace Manager with services including air-conditioning, heating, lighting, cleaning and waste removal, confidential waste.

Team Administrator

• Support Facilities teams with administration tasks as instructed by the Head of Office/Workplace Manager and duties needed to be carried out in Riyadh.
• Work with the Finance team on petty cash, expenses and travel costs.
• Provide support for business travel bookings (flight and hotel) including visa application, if required
• Be point of contact for inter-office travellers and provide support during their stay.
• Assist with bulk printing, scanning and archiving.

Health, Safety & Environment

• Be conversant with firms Health & Safety policy and how local legislation may impact this, conduct /ensure monthly risk checks are carried out across the premises, ensure new staff inductions are carried out and ensuring all statutory signage, Fire evacuation plans etc are up to date and properly displayed.
• Monitor the working environment in order to adhere to relevant health and safety standards, including correctly recording and reporting hazards/accidents.

• Assist with First Aid and Fire Warden provision.Assist the Workplace Manager with safety contracts including fire extinguisher maintenance and alarm systems.