Brodies LLP
Client Services Assistant
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Brodies LLP
Brodies LLP is a prominent UK law firm headquartered in Scotland, that provides expert advice to UK and international clients.
We have the capability and expertise to deliver mandates with global reach, uniting specialist perspectives from across our firm to offer bespoke legal solutions and advice, resulting in impactful outcomes for our clients.
With offices in London, Leeds, and throughout Scotland, we are dedicated to driving innovation in the legal sector, leveraging new technologies and forward-thinking strategies to deliver exceptional value and efficiency for our clients.
Our contract with our people underlines our commitment to fostering a supportive and inclusive work environment, prioritising the wellbeing and development of our colleagues to ensure they thrive both personally and professionally.
We are also deeply committed to making a positive impact in the communities in which we live and work. Through our pro bono work, charitable activities, and initiatives that promote diversity and inclusion, we strive to contribute meaningfully to society.
Job Title
Client Services Assistant
Reporting To
Client Experience Manager
Working Hours
The successful candidate will work 35 hours per week, between the core hours of 7:30am and 6pm, but will be flexible to work an earlier start and later finish as business needs require.
Job Purpose
To work as a member of the Client Services Team, helping achieve the team's objectives in providing an efficient and effective service to the firm's clients, partners, and colleagues.
Responsibilities
- Delivering all aspects of reception and providing a hospitality service for visitors to the building, along with any internal meeting requirements, whilst working to agreed service levels and response times.
- Helping set up and execute meetings and events, this may include some light waiting duties.
- Providing a hospitality service for visitors to the building, along with any internal meeting requirements, whilst working to agreed service levels and response times.
- Ensuring that stock is frequently checked and ordered if required.
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Core Tasks
Reception & Hospitality
- Ensuring visitors and clients receive a warm greeting upon arrival and Brodies sign-in procedures are followed.
- Dealing with telephone calls and client requests promptly and efficiently.
- Delivering the highest standards in meeting, conference and event service.
- Managing room and hospitality bookings, taxi bookings and parking.
- Responsible for setting up rooms for meetings, conferences and events and ensuring all working areas are kept clean and tidy to deliver an excellent client experience.
- Move and rearrange heavy furniture to ensure rooms are set up for meetings, conferences and events as per requirements.
- Ensure compliance of brand standards at all times.
- Carrying out stock checks and liaising with catering suppliers to order deliveries when required.
- Ensure refreshment and lunch breaks are presented in line with brand standards and served at the correct times.
- Some light hosting duties occasionally required, including tray drink and canapé service and coffee service.
- Photocopying documents and printing of place cards, menus and delegate badges as required.
Security
- Comply with Brodies security, fire regulations and all health and safety legislation.
- Be aware of Brodies’ information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.
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General
- Answering client’s requests / queries and providing best solutions.
- Liaising with office contractors and visitors.
- Assisting with any ad hoc tasks which may arise in the office.
- Generally being pro-active and a good ambassador for Brodies.
Person Specification
- Enthusiastic and experienced in customer/client services with a positive ‘can-do’ attitude and warm personality.
- A passion for delivering 5-star customer and hospitality service.
- Communicates in a confident, clear, and concise manner.
- A desire to provide consistently excellent customer service, not only meeting the client needs but exceeding their expectations.
- Flexible and proactive an ability to deal with constantly changing priorities and deadlines.
- Well organised and capable of working as part of a team, with the ability to problem solve and take initiative by oneself.
Skills
- Excellent customer service skills and clear communication with clients and colleagues.
- Excellent personal presentation skills.
- Prepared, organised and able to prioritise work efficiently and to strict timescales.
- Excellent attention to detail.
- Experience working in a fast-paced environment.
- Be a strong team player.
- Good communication skills.
- Ability to carry out heavy lifting when moving event furniture.
- Experience working in banqueting, carrying 3 plates/clearing 5, wine waiting, attending to tables is desired but not essential.
- Proficient working with basic Microsoft applications, Teams, Outlook, Word and Excel.
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