Allen & Overy is a leading global law firm operating in over thirty countries. By turning our insight, technology and talent into ground-breaking solutions, we’ve earned a place at the forefront of our industry.
Our lawyers are leaders in their field and the same goes for our support teams. Ambitious, driven and open to fresh perspectives, we find innovative new ways to deliver our services and maintain our reputation for excellence, in all that we do.
The nature of law is changing and with that change brings unique opportunities. With our collaborative working culture, flexibility, and a commitment to your progress, we build rewarding careers.
By joining our global team, you are supported by colleagues from around the world. If you’re ready for a new challenge, it’s time to seize the opportunity.
The role of a Front Desk Officer at Allen & Overy is exciting, challenging and rewarding. Working alongside leading lawyers, Allen & Overy recognises that Front Desk Officer is an important part of the team.
The role of a Front Desk Officer includes not only the reception area responsibilities but also some other responsibilities such as maintenance & renovations, supporting Business Development and Human Resources Teams in related areas and to be back up of Legal PAs.
Role and responsibilities
Ensures the reception desk is manned at all times when clients are expected.
Warmly meets and greets visitors for client meetings, client seminars, and other events, ensuring meeting host(s) are advised in a timely manner of their client’s arrival.
Ensures that all clients and staff including International visitors are dealt with efficiently and professionally, ensuring they are provided with exceptionally high standards of customer service at all times.
Familiar with meeting room facilities including room layout, capacities & configurations; and AV & VC equipment set-ups.
Liaises closely with the IT Analyst ensuring all equipment and / or catering are provided correctly and set-up on time and then promptly removed / cleared at the end of each meeting.
Responsible for ensuring all messages for clients and staff are forwarded in a timely and professional manner, using good liaison & telephone skills.
Provides administrative support to clients and staff as required, such as printing, copying, scanning, courier requests etc.
Obtain work from meeting rooms when requested i.e. photocopying, typing, faxing and ensure that any documents / faxes left unattended are delivered to the appropriate individual.
Accurately records any maintenance requests and buildings faults and ensure these are reported to the appropriate third party supplier and / or the landlord / managing agent.
Ensures any outstanding work requests for repairs, maintenance and renovations are followed-up on a regular basis providing an update to interested parties and the HR Manager.
Develops relationships and communication channels with all third party service providers in order to ensure a seamless and professional service.
Ensures all calls are answered and transferred to the correct destination in a timely manner, using all available systems.
Manages, prepares, sorts and records all incoming and outgoing mail and courier items on a daily basis as they are received into and sent from the office.
Receives all other goods into the building and ensure their delivery to the correct location and their proper recording.
Makes sure daily offerings of fruits and snacks for internal clients are provided and served on a timely manner.
Manages confidential document disposal through coordinating with the third party service provider on a weekly basis.
Organises the monthly visits of appointed Office Doctor and HSSE (Health Safety Security Environment) Specialist coordinating with HR Manager in order to ensure a professional healthcare and safety awareness is provided for all employees.
Responsible for the timeliness, consistency and quality of BD tools : Works with PAs resource to ensure email distribution and target lists are kept up-to-date;
maintain updated collateral, credentials, contact cards and CVs; and track and ensure deal information is regularly and accurately captured in the firm’s experience system, EpiC
As a back-up of PAs, produces, amends and prints various documents and correspondence, often involving confidential material, as well as taking responsibility for the general management and turn around of document
BA / BSc degree in a relevant academic discipline
Similar professional experience
Fluency in English (written and spoken)
Excellent administration, keyboard and software skills
Excellent written and verbal communication skills with extraordinary attention to detail
Strong organisational skills with the ability to prioritise own work
Confidentiality and discretion
Enthusiastic approach to team working
Client service experience is a plus
Event management experience is a plus
Front Desk Officer Allen & Overy