Job Description

Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals.

Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why so many are longstanding. We enjoy breaking new ground, as we have for over 170 years.



As a fully integrated transatlantic and transpacific firm, we are where you need us to be. Our footprint is extensive and committed across the world's largest markets, key financial centres and major growth hubs.



At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas.



We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, infrastructure and resources. And we're focused on areas of growth that affect every business across the world.



All of this is achieved by supporting the growth of our people, who help us deliver on our ambition - which is to help you achieve yours.



Herbert Smith Freehills Kramer: Your goals. Our ambition

The Opportunity

Role Overview

The Receptionist delivers a consistently high?quality front?of?house experience for all visitors and employees. This includes welcoming guests, managing meeting room bookings, coordinating with support teams, and ensuring a professional, efficient and seamless service that reflects the firm's brand, values and standards.

Key Responsibilities

Reception & Visitor Management

Welcome, register, and assist all visitors in a professional and friendly manner. Ensure visitors are directed or escorted to meeting hosts promptly. Maintain a tidy, polished and presentable reception area at all times. Issue visitor passes and follow all security and access protocols. Manage the reception inbox and telephone line, ensuring all enquiries receive timely responses. Provide support for events, functions or high?profile visits when required.

Meeting Room Coordination

Manage all meeting room bookings using the room booking system (Space Scheduling or RBS), ensuring allocations are accurate and efficient. Carry out pre? and post?meeting room checks to ensure cleanliness, correct layout, working AV, and availability of supplies. Replenish stationery and escalate repeated issues with cleanliness, facilities or AV equipment. Liaise with the porters, AV technicians, and facilities teams to ensure rooms are set up as requested.

Catering Coordination

Coordinate with the catering team to schedule refreshments and catering orders. Ensure all catering is delivered accurately, on time, and matches the requirements of the meeting. Communicate any changes or cancellations promptly to the catering team.

Facilities & Porter Liaison

Provide porters with full information on room setups, equipment needs and special requests. Log and escalate any maintenance, cleaning or room readiness issues to the appropriate teams. Follow established escalation processes for persistent or urgent issues.

Reservations Support

Manage booking requests received via email or phone. Maximise the utilisation of conference area space and ensure bookings are entered accurately. Provide timely confirmations, updates, or alternative options when needed.

Reprographics & Additional Support

Coordinate reprographics requests from meeting room users and ensure they are completed accurately and promptly. Assist the Client Services Team with any other reasonable duties required to support service delivery as requested by the Client Services Manager.

Key Performance Indicators

Positive feedback from internal and external clients. Accuracy and timeliness of meeting room bookings and visitor registration. Compliance with reception standards, checklists and presentation guidelines. Prompt response times to emails, calls and booking requests. Consistent adherence to security, confidentiality and professionalism standards.

Qualifications, skills and experience

3-4 years' experience in a front?of?house, corporate reception, or 5?star service environment. Excellent verbal and written communication skills, with a confident and professional manner. Strong IT proficiency, including Microsoft Office and familiarity with AI?assisted tools. Experience using digital room?booking systems. Able to prioritise and manage multiple tasks while remaining calm, welcoming and supportive in a fast?paced environment. Exceptional organisational skills and strong attention to detail. Proactive, able to use initiative, and comfortable working both independently and as part of a team. Consistently maintains a professional appearance and demeanour.

Team

Office Operations

Working Pattern

Part time

Location

London

Contract type

Permanent Contract

Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values--Human, Bold, and Outstanding.