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Receptionist

2 weeks ago

Sydney, Australia A&O Shearman Full time

A&O Shearman is a new global industry-leading law firm, with 48 offices in 29 countries worldwide. Our fluency in English law, US law, and the laws of the world’s most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world’s leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to diversity, equity and inclusion and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.

**Role purpose**
Our Front of House team serves as the initial point of contact for clients and visitors at A&O Shearman Sydney. It is crucial that this role is client-oriented and committed to delivering a seamless service experience. Beyond handling the daily operations of the switchboard and reception functions, the Receptionist must demonstrate flexibility and adaptability to support other business services tasks and administrative needs as they emerge.

**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;
- Arrange meeting rooms for Partners, staff, and our overseas colleagues. This includes liaising with the AV/IT/Catering teams on requirements.
- Liaise with building management on visitors list each day
- Oversee the coordination of meeting room bookings on both level 25 & 24; conduct Front of House Meetings (FOH) meetings when required to ensure that the day to day running of FOH runs smoothly. Work closely with the 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 Assistant Business Services Manager (ABSM).
- Assistance with other front of house procedures, inclusive of, phone list and names tag for offices; front of house stationery inventory (brochures, note pads, pens, pencils, umbrellas, ordering of business cards for Sydney office);
- Assisting with ensuring the reception manual up to date and the Business services master spreadsheet.
- Administrator for the Business Services intranet page - conducts edits/updates.
- Show visitors to their office/seat upon arrival, demonstrate phone and provide guided tour of the kitchens and bathrooms.
- Coordinates and arranges staff accommodation (hotel/service apartment/flights) for shared services, visiting legal staff and international transfers.
- Update new starter/visitors spread sheet, works closely with the BSA ensuring offices/workstations are setup prior.
- Conducts audit for the Travel system.
- Reporting
- Travel system and meeting room booking system.
- Consolidates invoices/expenses.
- Provide administrative support to ABSM/SBSM (Senior Business Services Manager).
- Provide backup support for the following operational functions: Mailroom/couriers/ordering catering for meetings and office supplies

**Key skills and attributes**

**Key attributes being sought**:

- Excellent verbal and 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.

**Equal Employment Opportunity**
A&O Shearman are committed to supporting a culture that drives diversity, equity and inclusion. Every day, we’re working hard to create an environment where everyone feels that they can bring their authentic selves to work. To be comfortable and confident to be who they are in the workplace. To feel like they belong.