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About the Role

As part of our Reception team within Operations, this role is central to delivering a professional and high standard of service to both internal and external clients. As the face of the firm, you will create a welcoming and professional first impression for all visitors. You will also play a key role in managing meeting rooms and preparing spaces for events, coordinating courier bookings, and serving as a reliable point of contact for staff across the firm.

Responsibilities

Ensure the highest standard of customer service is always upheld, following the Reception Services Agreement for the handling of clients in Reception.
Act as ‘front of house’ and the face of the firm, welcoming clients and visitors.
Liaise with the Building Reception team where required, e.g., in relation to unexpected visitors and adding visitor names to the building’s visitor list.
Manage the Reception email box, responding to enquiries and requests as appropriate.
Book taxis and couriers, notifying Facilities when deliveries are handed over by Building Services.
Handle internal and external calls including: screening and directing / forwarding calls, taking and relaying messages and providing relevant information to callers.
Ensure knowledge of staff movements joining and leaving the firm.
Retrieve voicemail messages left during out of office hours and forward on accordingly.
Manage any Overflow Switchboard messages and forward on accordingly.
Tidy and maintain the Reception area, Kitchen and Meeting rooms taking pride in these spaces to ensure they are always clean and ready for use.
Maintain the meeting room booking system including booking meeting rooms and adding attendees.
Follow the Meeting Room Policy, particularly in relation to requests surrounding use of our rooms by clients.
Set up rooms for breakfast seminars, conferences and evening functions.
Monitor and re-stock meeting rooms throughout the day.
Order and set up lunches and refreshments for client and internal meetings, including serving drinks to clients.
Provide menus for food when required.
Fill and re-stock the water bottles.
Keep the Reception kitchen area tidy and clean throughout the day, including loading and unloading the dishwasher and following the building’s internal waste separation scheme.
Conduct a weekly catering and stationery stock up of supplies for Reception.
Distribute all incoming faxes.
Monitor the mail@ emails and forward on emails promptly.
Maintain and keep up to date the Reception Manual.
Draft relevant news pieces for the firmwide newsletter and intranet regarding Reception matters.
Assist with ad hoc projects across the firm such as file closing and data input.
Act as a designated Fire Marshal and certified First Aider, ensuring workplace safety, supporting emergency response procedures, and maintaining up‑to‑date training and compliance.

Requirements

At least one year of previous reception experience.
Professional communication skills including good written and spoken English.
The ability to manage reception responsibilities effectively in a professional office environment.
Professional, reliable and dependable.
Able to understand and meet the organisation’s expectations.
Comfortable working in both busy and quiet reception environments.
Able to remain organised and manage pressure when several activities are taking place at once.
You share our values and want to make a difference.
You want to feel that you are a part of the Bates Wells experience and ‘belong’.

Skills

Customer service
Front of house
Switchboard operation
Meeting room management
Catering and supplies management
Communication skills
Written and spoken English
Organisation
Time management
First Aid
Fire Marshal duties

Location

London

Work Type

Part Time
Fixed Term

Experience Level

At least one year of previous reception experience

Benefits

Impact-Driven Purpose
Committed to the Climate
Championing Inclusion
Flexible and Hybrid Working
Progressive Benefits (green pensions, IVF support, private healthcare)

About the Company

We align profit with social purpose to create lasting positive impact for our people, communities, and planet.
Through our Climate Programme, we reduce environmental impact and drive a just transition to net zero.
We foster a diverse, inclusive culture where creativity and innovation thrive.
Our hybrid model supports balance, with part-time options and at least two office days weekly.