Office Operations Assistant

Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals.

 

Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why so many are longstanding. We enjoy breaking new ground, as we have for over 170 years.

 

As a fully integrated transatlantic and transpacific firm, we are where you need us to be. Our footprint is extensive and committed across the world’s largest markets, key financial centres and major growth hubs.

 

At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas.

 

We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, infrastructure and resources. And we’re focused on areas of growth that affect every business across the world.

 

All of this is achieved by supporting the growth of our people, who help us deliver on our ambition – which is to help you achieve yours.

 

Herbert Smith Freehills Kramer: Your goals. Our ambition

The Opportunity

Primary Objectives

This position will play an important role in supporting the ongoing success of our Digital Legal Delivery practice group by creating a professional and welcoming environment for visitors to our Belfast office and providing effective and efficient support as a key member of the Business Services team. 

Primary Responsibilities:

• Meeting, greeting and registering of all clients and visitors at reception and directing them as appropriate.

• Maintaining the highest standards of presentation in the reception area at all times.

• Maintaining security by following procedures, monitoring logbook and issuing visitor badges.

• Handling telephone calls, dealing with enquiries and relaying accurate messages as required.

• Managing the reception mailbox, including checking voicemails.

• Responding appropriately to any questions and queries on behalf of the Belfast office.

• Responsibility for booking, controlling use and setting-up of meeting rooms and private offices.

• Setting up of meeting rooms and private offices before and after use.

• Responsibility for venue hire and other private meeting / function requirements.

• Liaising with members of the Office Operations team to ensure that audio-visual and other IT requirements are in place for meetings and other functions.

• Liaising with suppliers regarding the catering and refreshment requirements for meetings and other functions.

• Managing of car park spaces on a day-to-day basis and allocation of visitor car parking and team members for temporary use.

• Responsibility for staff photographs, including liaising with photographer, hair and makeup and arrange appropriate staff to attend.

• Responsibility for ordering and arranging flowers, gifts etc. as requested.

• Processing of all in-coming and out-going mail in accordance with office procedures.

• Day to day responsibility for arranging and managing couriers (including receipt and dispatch).

• Responsibility for replenishing stationery and other office supplies in accordance with the office stock take and ordering procedures.

• Responsibility for fire alarm test notifications.

• Working collaboratively with the PA to the Digital Legal Delivery Management Team and the Office Operations Assistant, including covering some of their responsibilities as required.

• Providing support with general office management (including checking tidiness and cleanliness of the reception area, meeting rooms, private offices and all other areas) and escalating any issues.

• Supporting the arrangements for meetings, events and other functions, including the preparation of papers, presentations and other materials.

• Supporting the travel and accommodation arrangements for members of the Belfast team and/or any visitors to the Belfast office (including partners, associates, business services managers or other visitors).

• Providing general administrative and operational assistance to the Belfast office as required.

• Providing cover for office related functions and events as required.

• The responsibilities outlined above cannot totally encompass or define all tasks that may be required of the post-holder.  The outline of responsibilities given above may, therefore, vary from time to time without materially changing either the character or level of responsibility or grade.

Qualifications, skills & experience

• 5 GCSE/GCE ’O’ Level at grade A - C in English and Maths.

• A proven track record of working in an office operations and administrative role within a fast-paced professional services environment.

• Proven experience of contributing positively as part of a team and ability to work independently when required

• Proven experience of successfully managing and prioritising own workload, with an ability to work under pressure and to tight deadlines.  

• Excellent customer service skills, with the ability to use discretion, patience, tact and respect for confidentiality.

• A high level of computer literacy, including proven experience of using Outlook, Word, Excel and PowerPoint.

Desirable

• A proven track record of working as a Receptionist/Office Assistant.

• Experience of office room book systems

Closing date for applications will be 12 noon on Friday 22 May 2026.

Team

Office Operations

Working Pattern

Full time

Location

Belfast

Contract type

Permanent Contract

Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.