Leading City based US law firm is looking to hire a new Receptionist Supervisor / Client Host Supervisor.  This includes responsibility for the operation of the reception team; conference room scheduling using the Event Management Software system (EMS) and coordinating and managing internal and third-party events held in the suite.   Standard hours will be a 37.5 hour week with three shifts covering across 7:30am to 7pm with this role invariably covering the middle of the 3 shifts.  Salary will be dependent upon experience however will be market generous.

This Receptionist Supervisor / Client Host Supervisor position will provide leadership and development to team members; be responsible for and manage day-to-day service quality and continuous improvement; serve as an initial point of contact for customer/team queries and assist the team in troubleshooting customer concerns. This role will also work proactively with other service teams within and outside of the firm to ensure the effective and seamless running of the operation.

Receptionist Supervisor / Client Host Supervisor duties will include:

Ensure a thorough daily check of all aspects of the meeting room suite and visitor offices is completed and checks are undertaken throughout the day to ensure standards are maintained.

• Supervise the Client Services (CS) team ensuring the firm’s five-star standards are maintained at all times.
• Arrange the team rota, approve annual leave, organise cover, out of hours support and approve overtime.
• Undertake regular one to one meetings and team meetings to build trusted relationships and maintain effective communication.
• Schedule and reschedule meetings and conference rooms including the coordination of catering, room set-ups, furniture, and equipment requirements, working in partnership with other departments that provide services to the conference centre.
• Support and coordinate meetings including closings, client events, marketing events, and the handling of other VIP meetings. Assist marketing with administrative tasks relating to events as needed.
• Proactive daily liaison with IT/AV, office services, and catering provider to verify equipment, layout, and catering needs for the following day and subsequent days; follow up on any “questionable” meetings (double booked, incomplete, inappropriate room assignments, etc.).
• Be familiar with the capability of each conference room, including seating capacity, AV equipment, etc. to ensure appropriate room allocation for meeting requirements.
• Schedule and coordinate VTC meetings and related services across all participating sites, VTC testing as required, and mid-meeting troubleshooting as needed.
• Assist lawyers, staff, and visitors with basic technology and audio-visual equipment such as laptops, telephones, blinds and lighting as necessary for presentations, etc.
• Assist lawyers, staff, and visitors with requests for special arrangements or services, including transportation, restaurants, travel, and hotel requirements.
• Handle catering orders for meetings and special events and deal with related invoices appropriately.
• Manage stock levels of consumables for the client suite. Place orders, check deliveries and ensure the old stocks are used first.
• Meet regularly with, and keep the Director of Administration appraised of all issues relating to the running of the CS function.
• Ensure all required approvals are sought from the Director of Administration e.g. third-party bookings, internal gatherings with alcohol.
• Maintain the EMS system; including adding, updating and deactivating room and user profiles, creating room lists, updating food service items and equipment inventory, and communicating these changes to the team.
• Be thoroughly familiar with and adhere to the protocols in the firm wide CS manual and London SOP manual.
• Maintain the highest level of professionalism at all times.
• Organise and manage events held in the client suite, ensuring coordination and liaison with relevant support departments – Marketing, DEI etc. Provide hands-on operational assistance and direction to team members during events to ensure all runs smoothly.
• Point of contact for internal clients, and for external clients for all third-party events.
• Responsible for giving third-party hosts tours of the office space and taking down their specific details and requirements, making recommendations and giving guidance as required.
• Provide a detailed summary to clients and service providers of the event requirements in a timely manner and in a format that is easy to follow.
• Liaise with external suppliers, where necessary (i.e. catering, AV).
• Establish and maintain relationships with suppliers.
• Ensure a thorough daily check of all aspects of the meeting room suite and visitor offices is completed and checks are undertaken throughout the day to ensure standards are maintained.
• Schedule and reschedule meetings and conference rooms including the coordination of catering, room set-ups, furniture, and equipment requirements, working in partnership with other departments that provide services to the conference centre.
• Support and coordinate meetings including closings, client events, marketing events, and the handling of other VIP meetings. Assist marketing with administrative tasks relating to events as needed.
• Proactive daily liaison with IT/AV, office services, and catering provider to verify equipment, layout, and catering needs for the following day and subsequent days; follow up on any “questionable” meetings (double booked, incomplete, inappropriate room assignments, etc.).
• Be familiar with the capability of each conference room, including seating capacity, AV equipment, etc. to ensure appropriate room allocation for meeting requirements.
• Schedule and coordinate VTC meetings and related services across all participating sites, VTC testing as required, and mid-meeting troubleshooting as needed.
• Assist lawyers, staff, and visitors with basic technology and audio-visual equipment such as laptops, telephones, blinds and lighting as necessary for presentations, etc.
• Assist lawyers, staff, and visitors with requests for special arrangements or services, including transportation, restaurants, travel, and hotel requirements.
• Handle catering orders for meetings and special events and deal with related invoices appropriately.
• Manage stock levels of consumables for the client suite. Place orders, check deliveries and ensure the old stocks are used first.

Receptionist Supervisor / Client Host Supervisor applicants must have proven experience of supervising a team, a client suite and events as well as offering a 5* front-of-house client experience.  This firm is housed in stunning City offices and are looking for someone who takes great pride in their role and is looking to take ownership of the front of house service.