Foh Assistant

Allen & Overy is a leading international legal practice in 42 major cities worldwide. Our vision is to be the most successful of the emerging 'global elite' of international law firms. Since the opening of offices in Sydney and Perth in early 2010, Allen & Overy Australia has shown remarkable growth. This growth extends beyond our core business of law, to include shared services professionals such as those undertaking roles as Legal PA's, Business Services, Business Development & Marketing, Human Resources, Know-How & Training, Finance and Information Technology.**Department purpose**
Our front of house team is the first point of contact for clients and visitors to A&O Sydney, and it is essential that our receptionist is client orientated and dedicated to ensuring a seamless service is provided. In addition to managing day-to-day success of the switchboard and reception function, the Receptionist will need to show flexibility and adaptability to assist in other business services tasks and administrative demands.**Role and responsibilities**
- Staff the switchboard, answer all incoming calls and ensure accurate transfer of calls to appropriate staff
- Manage Reception Sydney inbox ensuring that all requests are allocated and attended to
- Oversee the coordination of important meeting room bookings on both level 25 & 24; conduct FOH meetings when required to ensure that the day-to-day running of FOH runs smoothly. Work closely with the CC/BSA-catering/AV team to ensure service level is at a high standard and equipment is set up prior to meetings. Chase outstanding equipment issues with AV team - escalate problems to the IT Manager.
- Management of all other front of house procedures, inclusive of, reception manual, phone list; front of house stationery inventory (brochures, note pads, pens, umbrellas)
- Ordering of business cards for Sydney office - liaising with LPA’s and Hong Kong Office
- Perform adhoc tasks for clients/Partners such as printing, arranging last minute catering and setting up basic AV
- Administrator for the BS intranet page - conducts edits/updates
- To show visitors to their office/seat upon arrival, demonstrate phone and provide guided tour of the kitchens and bathrooms
- Coordinates and arranges staff travel requirements (hotel/flights). For shared services and visiting legal staff.
- Travel platform editing which includes document updates (quick links, travel policy, GL codes etc.) and provide weekly flight reports to SBSM
- Manages and updates new travellers, linking travellers to PA’s as well as removing departed staff
- Manages and updates new starter/visitors spreadsheet, works closely with the BSA ensuring offices/work stations are setup prior.
- Consolidates invoices/expenses
- Arranges photos with new staff to add to who’s who/permanent pass creation
- Oversees the A&O general Information inbox then distributes to appropriate person
- Main contact when SBSO is away and escalates to SBSM.
- Provides cover for all BS operational departments where required

**Skills and experience**
The receptionist will be a flexible, resilient & robust individual who is confident in their approach, pro-active, quick to learn and someone that is able to exercise independent thought as to what needs to be done. At times, there may be requirements to work outside of usual business hours.
- Excellent verbal communication skills
- Good written communication skills
- Strong organisational and coordination skills
- Calm, unflappable demeanour
- Positive and helpful approach
- Proven ability to manage a demanding workload
- Experience providing outstanding client services