Receptionist - Client Hospitality

• Greet and welcome clients and guests, directing and announcing them as appropriate.
• Keep visitors informed while they wait and escort them to meeting rooms, assisting with coats and luggage as needed.
• Offer refreshments to waiting guests and provide updates on their host's arrival.
• Manage catering for meetings, including ordering, serving, and setting up refreshments.
• Handle enquiries and requests in person, by phone, or email promptly and professionally.
• Oversee meeting room setups, ensuring bespoke arrangements are prepared and dismantled as required.
• Build and update client knowledge in the Client Database where relevant.
• Maintain awareness of building facilities to guide and assist guests effectively.
• Support registration desks for events and functions when needed.
• Collaborate with the main building reception team to ensure seamless communication.
• Provide flexible support for client meetings and events outside standard working hours.

• Communicate accurately and effectively with peers, management, and the Client Coordination Team regarding updates, bookings, changes, and cancellations.
• Keep the team informed of business activity and escalate issues or complaints to your line manager as needed.
• Assist in training new team members and provide ad hoc support to the wider firm, including office services tasks.

• Maintain professionalism, politeness, and consideration at all times.
• Adhere to personal presentation and uniform standards.
• Proactively identify training needs with your line manager.
• Take ownership of the workspace and act with initiative.

• Keep the working area clean and presentable at all times.
• Maintain adequate food, beverage, and stationery stock levels for meeting rooms and staff hubs.
• Report maintenance issues or hazards to the helpdesk, monitor progress, and escalate if needed.
• Ensure meeting rooms are correctly set up, clean, and equipped with requested food, beverages, and AV requirements.
• Provide basic AV support as needed and attend relevant AV training sessions.
• Maintain the tidiness of cloakrooms, store cupboards, drawers, and pantries.
• Monitor and restock stationery in client rooms while minimising waste.

• Follow all Firm policies, including security, access, and Fire and Life Safety procedures.
• Report duty status (on time, late, or sick) to your Line Manager within required timeframes.
• Understand incident safety reporting and maintain confidentiality at all times.
• Answer calls promptly and politely within three rings.
• Use the visitor registration system and room booking software proficiently, including running system and client activity reports.
• Monitor client room status, ensure readiness before bookings, and handle on-the-day meeting room bookings.
• Direct contingent workers and couriers to the correct location.
• Provide detailed handovers for the next shift, including security updates if required.

Addleshaw Goddard