Receptionist / Guest Services Assistant

We are looking for a smart English speaking student to work as a part-time receptionist (20 hours a week).

You should be responsible for the first point of contact for clients, dealing with incoming calls, arranging meetings, dealing with post, secretarial and administrative support
The ideal candidate will be a team-player with a confident telephone manner, as well as the ability to multi-task within a busy and vibrant environment. Good IT skills and a secretarial experience are desirable.

Working hours are Mo - Fri: 9:00 AM - 5:30 PM.

Primary responsibilities will include, but are not limited to:

Telephone
• Answers incoming telephone calls
• Transfers callers promptly and provides accurate information to the callers about the location and presence of firm’s employees and partners if needed
• Gets back to the callers on hold frequently and advises the status of the wait
• Always leaves proper written messages for telephone calls or sends the telephone messages by email if needed

Visitors and Guests
• Accepts visitors and guests, shows them to visitors’ rooms and meeting rooms, informs appropriate employees of the firm of their arrival, informs kitchen ladies of the guests in the meeting rooms
• Hosting all visitors to the conference rooms, delighting the customer and ensuring a world class customer experience
• Delivering high performance through client service excellence
• Welcome and escort all visitors to their work place/room and provide mini building induction to new visitors
• Provide and remove equipment/supplies from client rooms, visitor rooms and internal meeting rooms as required
• Act as a one stop shop for all clients and visitors to the firm, taking ownership of requests and co-ordinating these appropriately

Couriers
• Managing incoming and outgoing mail and curier services
• Coordinates internal courier, keeps employees of the firm informed of their mail
Attendance Monitoring and Reporting
• Keeps attendance notes
• Prepares and issues Daily Absence Report every morning until 10:00 a.m.

Other
• Accurate and efficient administration of the room booking function
• Book video conferences and deliver technical support (if necessary)
• Ensure your product knowledge on building facilities, catering menus, local amenities, organisational structure and people is up to date and relevant so that all enquiries are dealt with in a professional manner and expedited quickly
• Challenge the status quo to ensure all processes and procedures are efficient, effective and relevant
• Supporting events and seminars
• Administration duties as required

• Friendly work environment
• An office in the historical city center
• Attractive compensation
• Fitness club membership
• Teambuilding activities

If you are interested in this position, send your CV along with a cover letter in English describing your personal qualities, previous professional and academic achievements and the reasons for your interest in joining the White & Case team. Only shortlisted candidates will be contacted.