FOH Assistant / Receptionist FTC

at  Allen Overy

Allen & Overy is a leading global law firm operating in over thirty countries. We work on some of the most challenging and important deals and have built a reputation for delivering exceptional legal solutions that help our clients grow, innovate and thrive. The legal industry is changing, and we’re committed to leading that change, putting our people first, embracing new ways of thinking and integrating technology into our everyday work. Our business teams work hand-in-hand with our lawyers, Consultants and other specialist teams, and are ambitious, driven and leaders in their field.
We’re on an exciting journey to create an even stronger offering for our clients and our people: In May 2023, we announced our proposed merger with Shearman and Sterling, with the intention of becoming a new global leader named Allen Overy Shearman Sterling, A&O Shearman for short.
With a shared commitment to attracting and retaining the best people and an equal focus on creating a diverse, equitable and inclusive workplace, we’re confident that this merger will further our efforts to leave a better firm for future generations as well as providing our people with exceptional career opportunities along the way.
Once complete, the merger will combine two of the world’s most prestigious law firms, leaders in their respective markets, to create an integrated global elite firm. You can read more about this on our dedicated microsite https://www.announcingaoss.com.
With us, you will constantly be learning and growing. We invest in you by offering exceptional professional and personal development – providing training, mentoring and practical support. We offer rewarding careers that are built around your strengths and designed to ensure you can achieve your personal and professional goals, recognising that those may look different for everyone.
We have a powerful commitment to diversity, equity and inclusion. We’re determined to play our part in advancing a workplace where progress is made by harnessing our differences – whatever defines you, we ask you to bring your whole self to work. What truly defines a career at Allen & Overy? We recruit the best and ask for the best of you. We provide challenge, support and a place for you to belong. And together we excel, working on meaningful projects of global significance.
We welcome applications from people of all ages, genders (including if you identify as transgender or gender diverse), sexual orientation, cultural backgrounds, family or caring responsibilities, and people living with a disability. If you need any support to fully participate in the application process, please contact Australian Recruitment for guidance.

WHO WE ARE LOOKING FOR

The FOH Assistant / Receptionist will be a flexible, resilient & robust individual who is confident in their approach, pro-active, quick to learn and someone that is able to exercise independent thought as to what needs to be done. At times, there may be requirements to work outside of usual business hours.

• Excellent verbal communication skills
• Good written communication skills
• Strong organisational and coordination skills
• Calm, unflappable demeanour
• Positive and helpful approach
• Proven ability to manage a demanding workload.
• Experience providing outstanding client services.

ROLE PURPOSE

Our Front of House team is the first point of contact for clients and visitors to A&O Sydney, and it is essential that our Front of House Assistant / Receptionist is client orientated and dedicated to ensuring a seamless service is provided. In addition to managing day to day success of the switchboard and reception function, the FOH Assistant / Receptionist will need to show flexibility and adaptability to assist in other business services tasks and administrative demands.

ROLE AND RESPONSIBILITIES

• Staff the switchboard, answer all incoming calls and ensure accurate transfer of calls to appropriate staff.
• Manage Reception Sydney inbox ensuring that all requests are allocated and attended to;
• Arrange meeting rooms for Partners, staff, and out overseas colleagues. This includes liaising with the AV/IT/Catering teams on requirements.
• Liaise with building management on visitors list each day
• Oversee the coordination of important meeting room bookings on both level 25 & 24; conduct FOH meetings when required to ensure that the day to day running of FOH runs smoothly. Work closely with the team to ensure service level is at a high standard and equipment is set up prior to meetings. Chase outstanding equipment issues with AV team – escalate problems to SBSO.
• Assistance with other front of house procedures, inclusive of, phone list and names tags for offices; front of house stationery inventory (brochures, note pads, pens, pencils, umbrellas, ordering of business cards for Sydney office);
• Assisting with ensuring the reception manual up to date and the Business services master spreadsheet.
• Administrator for the BS intranet page – conducts edits/updates.
• Arrange seat allocation for visitors, prepare welcome pack (including arranging access pass, latest phone list, floor plan) and email visitors with office number and phone extension before arrival.
• To show visitors to their office/seat upon arrival, demonstrate phone and provide guided tour of the kitchens and bathrooms.
• Coordinates and arranges staff accommodation (hotel/service apartment/flights). For shared services, visiting legal staff and international transfers.
• Updates new starter/visitors spread sheet, works closely with the BSA ensuring offices/workstations are setup prior.
• Assists with the preparation and distribution of the weekly email advising new starters/visitors for the coming week.
• Conducts audit for the Travel system.
• Reporting- Travel system and meeting room booking system.
• Consolidates invoices/expenses.
• Provide administrative support to SBSO/SBSM
• Provide backup support for the following operational functions: Mailroom/couriers/ordering catering for meetings and office supplies.