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Receptionist/office Assistant

4 months ago

Johannesburg, South Africa Herbert Smith Freehills Full time

**JOHANNESBURG**

**THE OPPORTUNITY**
- Meeting, greeting and registering of all clients and visitors at reception and directing them as appropriate.
- Always maintaining the highest standards of presentation in the reception area.
- Handling telephone calls, dealing with enquiries and relaying accurate messages as required.
- Responding appropriately to any questions and queries on behalf of the Johannesburg office.
- Responsibility for booking, controlling use and setting-up of meeting rooms and private offices.
- Setting up of meeting rooms and private offices before and after use.
- Responsibility for venue hire and other private meeting / function requirements.
- Liaising with members of the Operations and Projects team to ensure that audio-visual and other IT requirements are in place for meetings and other functions.
- Liaising with suppliers regarding the catering and refreshment requirements for meetings and other functions.
- Responsibility for ordering and arranging flowers, gifts etc. as requested.
- Processing of all in-coming and out-going mail in accordance with office procedures.
- Day to day responsibility for arranging and managing couriers (including receipt and dispatch).
- Responsibility for replenishing stationery and other office supplies in accordance with the office stock take and ordering procedures.
- Responsibility for fire alarm test notifications.
- Responsibility for ensuring that the Printers in the office have the necessary supplies.
- Providing support with general office management (including checking tidiness and cleanliness of the reception area, meeting rooms, private offices, and all other areas) and escalating any issues.
- Supporting the arrangements for meetings and other functions, including the preparation of papers, presentations and other materials.
- Providing general administrative and operational assistance to the Johannesburg office as required.
- Providing cover for office related functions and events as required.

**SKILLS, EXPERIENCE AND QUALIFICATIONS**
- Matric/Grade 12
- 2 - 4 years' reception / office operations experience
- A proven track record of working in an office operations and administrative role within a fast-paced professional services _environment._
- Proven experience of contributing positively as part of a team and ability to work independently when _required._
- Proven experience of successfully managing and prioritizing own workload, with an ability to work under pressure and to tight deadlines.
- Excellent customer service skills, with the ability to use discretion, patience, tact, and respect for _confidentiality._
- A high level of computer literacy, including proven experience of using Outlook, Word, Excel, and PowerPoint.

**GROUP / TEAM**

Office Operations

**GROUP / TEAM DESCRIPTION**

Our Office Operations function plays a central role in managing our working environment and the services within it, so that practice areas can serve their clients to the best of their ability. That goes beyond just ensuring that professionals have the client-facing and office services and equipment they need. It’s about ensuring that every space around our global network serves its purpose effectively, whether that’s an office, a breakout area or a conference room.

The team also makes sure that all-important legal documents are where they need to be through the mailroom and courier services, as well as overseeing document archival and retrieval. Our Office Operations function includes Procurement, Building Operations, Document Production, Business Continuity and Client Services & Travel teams.

**ROLE TYPE**

Business Services

**CONTRACT TYPE**

Permanent

**WORKING PATTERN**

Full Time

**DIVERSITY & INCLUSION**

At Herbert Smith Freehills you will be part of a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator. People at our firm come from a range of backgrounds and bring a wide variety of experiences and perspectives to their work with us. We strive to ensure that our inclusive environment means you feel valued and able to perform at your best by being your authentic self at work. We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling highly engaged in meaningful work.

We understand that you have commitments and personal interests outside of work and we strive to create a working environment based on mutual trust and respect, in which you can perform at your best whilst maintaining sustainable balance across your life.

Herbert Smith Freehills