Receptionist & Administrator

AJ Chambers are partnered with a leading regional law firm who are looking for a professional and organised Receptionist & Administrator.

This role plays a key part in ensuring the smooth running of the office, providing excellent client service, handling facilities-related tasks, and supporting the Office Manager with operational duties.

Reception Duties:

• Greet and welcome clients and visitors in a professional and confident manner.
• Answer and direct phone calls, taking messages when necessary.
• Managing the reception inbox and responding to queries in a timely manner or forwarding them onto the relevant person/team.
• Manage meeting room bookings and ensure they are set up for appointments.
• Preparation of refreshments for clients and visitors as and when required.
• Handle incoming and outgoing mail, couriers, and deliveries.
• Responsible for maintaining the reception area, waiting room and meetings rooms.

Administrative Support:

• Maintain and update client records and office documentation.
• Assist with a variety of administrative tasks from other areas within the Operations team including Compliance, Accounts, IT and HR as and when required.
• Order and manage office supplies and stationery.
• Support the legal team with document preparation and filing.
• Coordinate travel arrangements and schedule meetings.
• Handling all deeds requests whilst maintaining accurate records of the deeds log spreadsheet and Deed requests book.

Facilities & Office Management:

• Ensure the office environment is well-maintained, tidy, and fully equipped.
• Liaise with vendors, cleaners, and maintenance providers to ensure the smooth running of office facilities.
• Directing any issues in relation to office repairs to the Office Manager.
• Monitor and replenish kitchen and office supplies and ensure kitchens and stationary cupboard are kept tidy and clean at all times.
• Complete post franking within a timely manner each day for postal collection.

Supporting the Office Manager:

• Assist the Office Manager in coordinating office operations and processes.
• Support in organising office events, meetings, and team-building activities.
• Provide general administrative support to ensure efficient office workflow.

Events & Meetings

• Provide support as and when needed to the Marketing team.
• Assist with catering arrangements for events, meetings and lunch & learns as and when required.
• Assist with the setting up, room turns and clean down of all internal, social and corporate events.

About You

You will be a highly organised individual with a strong ability to manage multiple tasks effectively demonstrating strong time management abilities. A team player with strong communication skills and a passion in providing excellent client service at all times. You will need to have a proactive approach to work with the ability to work independently and at times under pressure whilst maintaining a high quality of work.

Key Skills & Requirements:

• Previous experience in a receptionist, administrative, or office support role.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent organisational and multitasking abilities.
• Professional demeanor and ability to uphold discretion and confidentiality at all times.
• Experience in a law firm or professional services environment.
• Familiarity with office and facilities management.

For more information, please apply directly or contact Jess at AJ Chambers.