First Impression Assistant

Salary: £32,000 per annum, plus company benefits

Location: London, EC2V 7AW

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, shifts between the operational hours of 8am and 6:30pm, 1 hour unpaid break

Work model: Fully onsite due to nature of role

About the Role

Williams Lea seeks a First Impression Assistant to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of Role

The First Impression Assistant is the first point of contact for visitors calling or visiting our client’s office and is a brand ambassador. Duties include welcoming clients and visitors to the office, handling switchboard calls, organising and preparing hospitality and offering administrative support to the firm. Every task which is undertaken must be delivered with an exceptional customer service approach.

A successful First Impression Assistant should have a welcoming and pleasant personality, with the ability to easily build rapport with people. They’ll be able to deal with urgent tasks in a timely and effective manner, and the ability to multitask is important for this position. This role requires working in shifts, so flexibility is a plus.

Key Responsibilities

• Operate on a rota basis covering hours between 08:00 and 18:00, across both reception and pantry shifts.
• Liaise closely with the First Impression Team Leader to coordinate daily activities, priorities, and coverage across reception and pantry shifts.
• Act as a professional first point of contact for visitors, clients, and external contacts during reception shifts, ensuring a welcoming and well-managed experience.
• Manage visitor processes, including sign-in, access procedures, and liaison with internal hosts.
• Coordinate meeting room bookings, room setup, and transitions to ensure rooms are prepared accurately and on time.
• Monitor stock levels within the pantry and meeting rooms and flag replenishment requirements in line with established processes.
• Support pantry operations, including preparation and service of tea, coffee, and refreshments for meetings, hearings, and internal events.
• Coordinate lunch orders for meetings and events, liaising with internal teams and suppliers in line with agreed processes.
• Assist with lunch setup and clearing, ensuring service areas are presented to agreed standards.
• Maintain cleanliness and organisation of the pantry, including restocking supplies and preparing equipment for daily use.
• Carry out glassware care, including occasional glass polishing, to support client-facing hospitality requirements.
• Liaise with internal teams to confirm hospitality, room, and timing requirements ahead of scheduled meetings.
• Handle incoming calls and general enquiries, directing them appropriately and responding professionally.
• Maintain high presentation standards across reception, meeting rooms, pantry, and shared client areas.
• Monitor and escalate facilities or front-of-house issues in line with established processes.
• Keep front-of-house systems, booking tools, and records accurate and up to date.
• Work collaboratively with the wider First Impression team to ensure consistent service delivery and appropriate coverage.
• Adhere to security, health and safety, and hygiene procedures at all times.
• Provide first-line troubleshooting support for meeting room AV equipment, escalating issues in line with established processes where required.
• Issue permanent and temporary access passes in accordance with security procedures, ensuring records are maintained accurately.