Reception/Facilities Assistant

at  Irwin Mitchell

We’re a national law firm with a local reach. Our philosophy is ‘Expert Hand, Human Touch’ – something you’ll find in the way we work with our clients and how we support our teams. But we’re more than just a law firm – we’re a team of people working together to help individuals and businesses navigate life’s ups and downs. Working here you’ll feel a part of our friendly and inclusive environment.
We’ll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things and make a real difference to our clients and communities.
We’re always looking to support our colleagues in working in a way that best works for them. Please speak to one of our Talent Acquisition Team to find out more information about our flexible working arrangements.

We are looking for a Reception/Office Assistant to join our Chichester office. As a Reception/Office Assistant, you will need to show excellent people skills, operation of the client boardrooms, meeting rooms, seminars, video conferencing facilities, room booking systems and the front of house provision of all associated services. You will work closely with your colleagues to ensure clients and visitors have a seamless journey. You will be passionate about delivering a first class experience and working to deadlines and dealing with any challenging client issues.

• Meet and greet clients in a professional and friendly manner, providing excellent customer service – going the ‘extra mile’ to exceed client expectations.
• To be fully aware of and be able to manage all reception and security procedures, including meeting room bookings and capabilities, presentation and video conferencing equipment, visitor management process and site security arrangements.
• Liaising with catering, meeting room technicians, maintenance & IT departments to ensure the smooth provision of services to the meeting rooms and client areas.
• To be knowledgeable of all catering options available and be able to advise meeting organizers.
• Printing, Copying and Scanning as required by meeting room users and clients, diverting work to the reprographics team where necessary.
• To compile monthly management information for the office manager, reporting on client meeting room stats and trends.
• Using Workspace the current meeting room booking system, take control of meeting room calendars to ensure rooms are managed in accordance with the requirements of the firm. Manage the use of rooms and if meetings overrun be proactive in managing subsequent affected bookings and communicate effectively with those who have booked the rooms.
• Ensuring that both reception and client meeting rooms are kept tidy and stocked with the correct items at all times. Ensuring that all brochures are up-to-date and the correct material is on displa

We are looking for a Reception/Office Assistant to join our Chichester office. As a Reception/Office Assistant, you will need to show excellent people skills, operation of the client boardrooms, meeting rooms, seminars, video conferencing facilities, room booking systems and the front of house provision of all associated services. You will work closely with your colleagues to ensure clients and visitors have a seamless journey. You will be passionate about delivering a first class experience and working to deadlines and dealing with any challenging client issues.

• Meet and greet clients in a professional and friendly manner, providing excellent customer service – going the ‘extra mile’ to exceed client expectations.
• To be fully aware of and be able to manage all reception and security procedures, including meeting room bookings and capabilities, presentation and video conferencing equipment, visitor management process and site security arrangements.
• Liaising with catering, meeting room technicians, maintenance & IT departments to ensure the smooth provision of services to the meeting rooms and client areas.
• To be knowledgeable of all catering options available and be able to advise meeting organizers.
• Printing, Copying and Scanning as required by meeting room users and clients, diverting work to the reprographics team where necessary.
• To compile monthly management information for the office manager, reporting on client meeting room stats and trends.
• Using Workspace the current meeting room booking system, take control of meeting room calendars to ensure rooms are managed in accordance with the requirements of the firm. Manage the use of rooms and if meetings overrun be proactive in managing subsequent affected bookings and communicate effectively with those who have booked the rooms.
• Ensuring that both reception and client meeting rooms are kept tidy and stocked with the correct items at all times. Ensuring that all brochures are up-to-date and the correct material is on display