Receptionist

To provide high quality receptionist and audio visual support for the general running of the London office’s reception.

The role involves working independently, with other members of the reception team and collaboratively with other services teams to ensure high quality service delivery.

Responsibilities

Front of House;

• Providing excellent customer service to both external and internal clients.
• Maintaining readiness of meeting rooms, liaising with IT, Facilities and Catering departments to ensure all other relevant equipment/lunches are set up before the commencement of each meeting.
• Liaising with Catering, IT and Facilities departments, to ensure a seamless running of events.
• Greeting and welcoming clients, showing them to meeting rooms and offering beverages.
• Answering and forwarding all incoming telephone calls to the switchboard.
• Informing building reception of any visitors by using the online visitors booking system and making sure on a daily basis that all information is correct.
• Managing an electronic calendar for the usage of all conference rooms.
• Working with the internal catering team to organise catering for the conference rooms.
• Ordering ad hoc catering for meetings with external vendors and delivering all food to the conference rooms.
• Keeping accurate records of visiting colleagues from other offices.
• Advising the Facilities Team of any internal maintenance problems.
• Liaising with Cleary Gottlieb’s established travel company for any last minute flight/ hotel bookings. 

Audio visual;

• Setting up telephone, video conferences and sharing presentations in meeting rooms, ensuring all audio-visual equipment is in working order.
• Troubleshooting to resolve common AV issues (e.g., connectivity problems, audio feedback).
• Coordinating AV requirements for events and ensuring all technical aspects run smoothly in collaboration with the local IT team. 

Administration;

• Documenting and recording catering charges to be provided to the London Accounting team at the end of each month.
• Maintaining the telephone and speed dial lists on a weekly basis.
• Monitoring building security passes, cancelling or issuing when needed.
• Restaurant and taxi bookings.

Skills and Competencies

Front of House;

• Competency in using office software (e.g. Outlook, Word, Excel, PowerPoint).
• Familiarity with scheduling tools (e.g., Microsoft Outlook, Zooms Workspace, NFS Rendezvous) for booking AV resources and meeting rooms.
• Ability to adapt to change, new practices and remain calm under pressure and find solutions.
• A methodical and organised approach with keen attention paid to detail.
• Warm and personable character with a positive approach.
• Polite and professional telephone manner.
• Excellent interpersonal skills with the ability to work as part of a team.
• Ability to work flexibly. The receptionists’ primary responsibilities are set out above; but like all staff, they will be asked on occasion to assist with additional duties as required.

Audio visual;

• Strong working knowledge of AV systems and ability to set up and test equipment for meetings and events, including video conferencing platforms such as: Zoom, Microsoft Teams, Google Meet and Cisco WebEx.
• Hands on experience and proficiency with VC systems like Poly, Cisco, Zoom Rooms and Creston-controlled panels.
• Familiarity with projectors, microphones, speakers, and display screens.

Education and Experience

• Educated to GCSE standard or equivalent, including Maths and English.
• At least 5 years previous Receptionist experience within professional services.

If you are interested in applying, please submit a CV and short cover letter to the London Human Resources Team, LON-HR@cgsh.com.