Receptionist

The Business:

Since its founding in 2009, Greenberg Traurig’s London office has established itself as a multidisciplinary law firm with over 80 lawyers who are well placed to provide high calibre legal services to a broad range of clients in the UK and across the globe.

GT London’s core practices are M&A, Real Estate, and Equity & Debt Capital Markets, supported by our strength and wide-ranging experience in complimentary areas such as Tax, Fund Structuring, Finance, EU & Competition, Anti-Corruption, Employment, Dispute Resolution, Environment, Health & Safety and Intellectual Property.

Reflective of London’s multifaceted business community, our client base is varied across many sectors, with our focus concentrated on the pharmaceutical, chemical, real estate, financial institution, retail and communications sectors.

GT London’s ethos is rooted in custom-tailored partner-led advice – uncompromising in
quality, efficiently delivered, and continuously mindful of our clients’ satisfaction and
commercial objectives. Our commitment to building long term relationships with clients as
well as establishing new ones has led to the office being consistently recognised by leading
legal directories, including Chambers UK, Chambers Europe, and Chambers Global, as well
as the Legal 500 UK Guide.

We are committed to creating a diverse and inclusive work environment that offers our
employees the opportunity and support they need to succeed. We are therefore happy
to discuss any reasonable adjustments that individuals may require throughout the
recruitment process and once they have joined the Firm.

The Role:

Note that this is an office based role that cannot be fulfilled remotely.
The primary focus of the receptionist position is to act as the first point of contact for visitors
and to effectively manage the day to day running of the front desk. We are looking for a
corporate receptionist who will provide a professional, accurate and timely service and
effectively manage the smooth operation of our front of house and client suite. The position
also performs a variety of administrative tasks to support the office requirements. The
position will be working alongside a junior receptionist, who you will give guidance to, and
utilise to maintain the smooth running of reception. Both receptionists will work as a team and
cover each other during holiday/leave.

The Role & Responsibilities:
• Acts as first point of contact for all visitors. Greets visitors promptly notifies internal
parties of arrival
• Answers incoming calls and directs them appropriately acting as gatekeeper and
responding to high levels of telephone calls in a professional manner, ensuring that
the “nuisance” callers are filtered out and business callers are dealt with swiftly
• Ensure meeting rooms are readily presentable for meetings throughout the day
• Ensure all visitors check in at reception immediately upon arrival to maintain security
• Coordinates meeting room reservations and proactively monitors room schedule to
avoid conflicts and resolves minor issues relating thereto
• Order catering for business meetings when required
• Accurately and thoroughly maintains visitor/delivery logs and outgoing package logs
• Maintains high degree of professionalism and confidentiality
• Coordination with secretaries and members of the office for both internal and external
meetings on behalf of GT, including booking all required facilities / lunch / equipment
• Dealing with invoices relating to reception
• Using initiative to route emails to the appropriate individuals for swift response and
actions, ensuring that these are followed up in a timely and efficient manner
• Bring urgent matters to the attention of the Facilities Manager where appropriate
• Proactive follow-up to ensure that all actions are completed on time and
responses/updates are provided to the Facilities Manager
• Building strong relationships with and developing and maintaining a comprehensive
knowledge of requirements for the Shard Building Team & actively utilising The Shard
portal (MVC), including booking of visitors.
• Keeping a high level of confidentiality with regard to the production of documents, the
content of correspondence and the content of oral communications. This requires a
high degree of organisational skills to ensure that written material is securely
maintained and a degree of detachment to ensure that confidential issues are not
disclosed
• Assisting with office and desk booking for overseas GT employees
• Provide a comprehensive log of any overseas GT visitors. The log should be kept up
to date and readily available for audit purpose
• Start to end responsibility of all duties whilst ensuring relevant teams are kept abreast
of the situation
• Coordination and set up of office wide internal employee social/drinks
• Fire Warden (training provided)
• Handing out incoming post/couriers upon delivery

Experience, Skills and personal attributes:
• Relevant receptionist experience
• Experience of working within a team
• Excellent communication skills, both written and oral
• Effective interpersonal skills and the ability to interact with people at all levels.
• Ability to demonstrate a flexible and hands-on attitude, responding effectively to
rapidly changing circumstances.
• Excellent team player and strong interpersonal skills.
• Excellent IT skills (Word, Excel, and Outlook).
• Excellent attention to detail and the ability to work well under pressure.
• Demonstrate the ability to manage simultaneous workstreams to tight deadlines.
• Must be able to work autonomously.
• Excellent prioritisation and time management skills
• Flexibility and adaptability in a fast-paced work environment
• Ability to lift heavy objects and do other labour-intensive tasks
• Well presented and confident in a client facing role

Qualifications:

Previously worked as a receptionist in a professional services firm