Client Services Assistant Job at Bryan Cave Leighton Paisner LLP

Job Description

The role of the Facilities Department is to support the BCLP team in the office environment to provide an excellent working experience. The diverse areas of departmental responsibility include security, cleaning, maintenance, workspace planning, cleaning, catering, client services, switchboard, contract management, travel, health and safety. The teams’ roles are to provide seamless and exceptional level of service in all these areas. At BCLP, we’ve built our firm on the foundations of thinking differently. Curious, inquisitive and unbound by tradition, we’re building change within our sector and beyond. It starts with our people, which is why we need a professional, polished and experienced client services assistant to join our stellar front of house team.

Job Responsibility

Delivering the professional greeting of clients and visitors to the highest standards from the reception desks on ground, 6th and 7th floor
registering clients on arrival and calling partners/ hosts before escorting client to reception area and offering and supplying refreshments
Escorting clients to meeting rooms, ensuring all requirements and expectation are met as per SOP
Managing 6th and 7th floor meeting room space, ensuring standards set out in SOP’s are maintained and all client areas are fully stocked and functional at all times.
Supporting all events with meet and greet and registration, maintaining the standard of meeting room clients
Checking all client meeting rooms before commencement of meetings to ensure standards are met as per SOP
Maintaining constant presence within client meeting floor in a host capacity, monitoring general meeting room status
overrunning or short running meetings, communicating with other support teams for clearing and set ups and completing full detailed room check in between meetings
Booking, confirming and amending room-booking requests using Rendezvous system and communicate with various support services
Answering telephones and redirecting phone calls where applicable
Booking, amending and announcing taxis and deal professionally with any issues
Working closely with Audio Visual team regarding set up of video, telephone conferencing and general equipment set ups and providing first line AV support to all meetings
Daily communication with the Facilities team and liaising with the catering team regarding refreshments, lunches and dinners for client meetings and internal training sessions
Dealing professionally and efficiently with unexpected queries from external and internal users via email and phone
Maintaining neat, tidy and paper free reception area at all times
Maintaining stock levels for stationary in client meeting rooms, communicating with facilities team for procurement of stock items
Ensuring security, integrity and confidentiality of data
Maintaining a safe and secure working environment to ensure safety of BCLP employees, building and visitors/clients

Requirements

Front of house experience essential, ideally gained within large professional and legal organisations
Exceptional client services experience to a 5 star standard
High level attention to detail is a must to be able to deal with large, complex bookings and experience of booking complex meetings & block bookings and ability to use initiative
Ability to prioritise workload, with exceptional attention to detail, be calm under pressure and deal with difficult personalities and requests
Demonstrate a team player attitude at all times with excellent communication skills, both verbal and written and the ability to communicate at all levels.
Reliable, proactive and someone who is able to take instructions well and able to adapt to changes quickly
Self – motivation and willingness to go the extra mile
Flexibility in both attitude and working hours is essential, working shifts and willing to step in when required, covering team absence when required.
Excellent timekeeping and attendance
Professional appearance at all times
Knowledge of modern room booking systems is required (Rendezvous, Manhattan, Condeco or similar), with experience of booking complex meetings & block bookings
A good working knowledge of Microsoft office systems: Outlook, Excel, Word & PowerPoint
The candidate will be required to work on a shift rota based on 35 hours per week: Monday to Friday between hours of 07:00 and 19:00 Flexibility to cover any shifts and team absence when required.

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Client Services Assistant

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