Title:First Impressions Executive (Receptionist) |
Hours:The First Impressions team work on a rota basis to ensure the hours of 08:00 to 19:00 are covered. The rota is based on a 35-hour working week. |
Working week:Monday - Friday |
Department:Building and Central Operations |
Purpose of job:The First Impressions Executive supports the effective and professional running of the firm’s front of house and client services operation. In addition to delivering an exceptional client experience, the role carries enhanced responsibility for financial processing, reporting, data oversight, and senior‑level administrative tasks. The role holder provides support to First Impressions Team Leader assuming responsibility for the day‑to‑day operations of the team in the Team Leader’s absence. Responsibilities include supporting the Team Leader with task delegation, ensuring service continuity, consistency of quality of service, effective workflow management, providing day‑to‑day guidance to First Impressions team members and ensuring consistency and documentation of processes. |
- Leading by example to maintain high service standards across the team at all times
- Weekly and monthly reports (for example: First Impressions report, Moneypenny)
- Processing invoices from suppliers as required
- Meeting and greeting visitors in a polite and professional manner, monitoring the waiting times and ensuring that refreshments are arranged
- Transferring appropriate calls, messages and queries, ensuring that all calls and emails are responded to professionally and efficiently
- Monitoring a busy centralised First Impression Team inbox and switchboard
- Arranging meeting room bookings, ensure that room booking processes are adhered to and that rooms are equipped in accordance with specified requirements
- Booking and arranging travel
- Ordering stationery and appropriate items for events, such as props and flowers, liaising directly with vendors and processing the relevant invoices
- Assisting the firm’s hospitality and events teams with the organisation of events; coordinating room bookings, gathering requirements from stakeholders and assisting with catering as and when required
- Data collection and reporting as required for the First Impression Team Leader i.e. building occupancy levels
- Demonstrate ownership of maintenance of team guidance materials and best practice documentation for standard processed and operations to support knowledge sharing
- Act as an escalation point for the First Impressions team for senior stakeholders at the firm
- Ad hoc duties, as appropriate, as and when required.
Share insightLinkedIn X Facebook Email to a friend Print