Client Services and Operations Assistant

Overview of role

Office: London (On-Site required 5 days per week)

Due to the continued growth in the London office, we are seeking an experienced Client Services and Operations Assistant to provide exceptional front-of-house, administrative and operational support. You will be part of a small, dedicated team known for being proactive, professional and forward thinking, ensuring the office runs smoothly and delivers outstanding experience for colleagues and visitors.

Duties, Responsibilities & Person Specification

• Welcome guests on arrival, ensuring a warm, polished and professional experience, and promptly notify relevant colleagues.
• Act as the first point of contact for all enquiries, professionally manging the switchboard, London Operations inbox and in-person queries.
• Coordinate meeting room bookings and logistics, including room set-up, presentation materials, IT support, refreshments/catering as required.
• Support internal and external meetings, seminars and staff events, ensuring smooth execution and excellent service throughout.
• Manage office consumables (kitchens, conference rooms, print rooms etc.) ensuring supplies are fully stocked and replenished in a timely manner.
• Oversee security protocols and access control processes for visitors to the office, including issuing, deactivating and reconciliation of passes in line with office security procedure.
• Handle incoming and outgoing mail, including courier arrangements, ensuring accurate tracking and cost recharging.
• Coordinate repairs and maintenance with vendors, ensuring issues are resolved promptly to keep the office fully operational.
• Support office moves, desk and locker allocations, and the upkeep of fixtures and fittings.
• Assist with the New Joiner onboarding process, including preparing induction materials and delivering office and fire evacuation briefing.
• Provide a wide variety of administrative support to the Office and the Head of Operations, including calendar management, meeting arrangement and special projects.

Education, Skills & Experience

The ideal candidate will be proactive, professional and able to deliver a high standard of service in a fast-paced office environment. They should demonstrate the following skills and attributes:

• Excellent communication (both written and verbal) with the ability to engage confidently with colleagues and visitors at all levels.
• Strong interpersonal skills with tact, diplomacy and discretion required to handle confidential matters appropriately.
• Strong organisational skills and the ability to prioritise workload to meet deadlines.
• Excellent time management skills and the ability to manage competing demands effectively.
• Ability to work independently, remain calm and professional when responding to changing needs, unexpected situations or urgent queries.
• Flexibility to support occasional activities outside normal working hours, where necessary.
• Participate in continuously improving services through critically evaluating systems of work, contributing ideas to enhance efficiency and service standards.
• Experience gained from a law firm or professional services environment.
• Educated to A-Level standard or equivalent (including Maths and English).

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