Concierge/Receptionist - Belfast

at  Oracle Solicitors

The Concierge/Receptionist will provide exceptional customer service and business support to Oracle Solicitors and be responsible for general day-to-day office administration in our Belfast office. They will be the first person clients and visitors will meet and a first impression is key and will be expected to positively promote quality of service to staff members and clients, raising the quality level whenever possible.

PURPOSE/MAIN OBJECTIVES:

To support all Practice decisions, carrying out any actions required. To provide any support required from staff members and Directors.

RESPONSIBILITIES & DUTIES:

• Receive incoming calls, forward them to the relevant person or take a message as required
• Meet and greet all visitors, clients and walk-ins into the office
• Ensure the sign in system is utilised and kept up to date at all times
• Receive, scan and allocate all incoming post
• Perform all scanning, printing and allocation all documents when required
• Organise all consultations – In-person and on Teams
• Organise and update Belfast staff calendars
• Investigate and action all interpreter requests
• Ensure all mail is recorded and posted in a timely manner
• Ensure the offices and associated rooms are clean and tidy
• Assist with administrative duties as and when necessary, including but not limited to opening files on the case management system, saving or scanning documents
• Update outgoing cheque list and outgoing post log
• Managing utility, maintenance, cleaning, repairs, IT, waste disposal, photocopy machine, security and any other kind of providers the firm uses
• Scan any invoices received and send to the relevant person
• Order stationary and keep the stationary cupboard tidy
• Follow internal methods, policies, and procedures as set by the Office Manual
• Assist with on-boarding duties
• Assist the IT department with setting up new laptops and troubleshooting
• Diary Management, Room booking, confirming appointments with clients
• Work as part of a team and undertake reasonable instructionsAssisting in any potential office moves to different locations