Receptionist & Administrator, Operations Team

We are looking for a professional and organised Receptionist & Administrator to be the first point of contact for clients and visitors while also supporting daily administrative and office operations. This role plays a key part in ensuring the smooth running of the office, providing excellent client service, handling facilities-related tasks, and supporting the Office Manager with operational duties.

Reception Duties:

• Greet and welcome clients and visitors in a professional and confident manner.
• Answer and direct phone calls, taking messages when necessary.
• Managing the reception inbox and responding to queries in a timely manner or forwarding them onto the relevant person/team.
• Manage meeting room bookings and ensure they are set up for appointments.
• Preparation of refreshments for clients and visitors as and when required.
• Handle incoming and outgoing mail, couriers, and deliveries.
• Responsible for maintaining the reception area, waiting room and meetings rooms.

Administrative Support:

• Maintain and update client records and office documentation.
• Assist with a variety of administrative tasks from other areas within the Operations team including Compliance, Accounts, IT and HR as and when required.
• Order and manage office supplies and stationery.
• Support the legal team with document preparation and filing.
• Coordinate travel arrangements and schedule meetings.
• Handling all deeds requests whilst maintaining accurate records of the deeds log spreadsheet and Deed requests book.

Facilities & Office Management:

• Ensure the office environment is well-maintained, tidy, and fully equipped.
• Liaise with vendors, cleaners, and maintenance providers to ensure the smooth running of office facilities.
• Directing any issues in relation to office repairs to the Office Manager.
• Monitor and replenish kitchen and office supplies and ensure kitchens and stationary cupboard are kept tidy and clean at all times.
• Complete post franking within a timely manner each day for postal collection.

Supporting the Office Manager:

• Assist the Office Manager in coordinating office operations and processes.
• Support in organising office events, meetings, and team-building activities.
• Provide general administrative support to ensure efficient office workflow.

Events & Meetings

• Provide support as and when needed to the Marketing team.
• Assist with catering arrangements for events, meetings and lunch & learns as and when required.
• Assist with the setting up, room turns and clean down of all internal, social and corporate events.

The Firm

Thompson Smith and Puxon (TSP) is a LEXCEL accredited, Legal 500 recommended practice with 9 Legal 500 recommended lawyers. The firm has a long history in North Essex and has ambitious plans to grow further over the next three years.

The firm has a strong commitment to personal and professional development for our staff as well as putting the client experience at the heart of everything we do.

With strong ties to the local community, and a keen sense of corporate and social responsibility, all members of the firm are encouraged to develop links with local charities and participate in fundraising and community based activities.

About You

You will be a highly organised individual with a strong ability to manage multiple tasks effectively demonstrating strong time management abilities. A team player with strong communication skills and a passion in providing excellent client service at all times. You will need to have a proactive approach to work with the ability to work independently and at times under pressure whilst maintaining a high quality of work.

Key Skills & Requirements:

• Previous experience in a receptionist, administrative, or office support role (preferably in a legal or professional services firm).
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent organisational and multitasking abilities.
• Professional demeanor and ability to uphold discretion and confidentiality at all times.

Preferred Qualifications:

• Experience in a law firm or professional services environment.
• Familiarity with office and facilities management.

The Package

We offer a competitive salary, depending on level of experience and ability. Other benefits include:

• We offer a full time annual holiday entitlement of 22 days, plus Bank Holidays, with an additional 3 days for the Christmas to New Year closure. The annual holiday entitlement is pro-rated for part time staff.
• Death in service from day 1 of employment.
• Group income protection from day 1 of employment.
• A medical benefits scheme and Employee Assistance Programme upon successful completion of probation period.
• Firm sick pay policy paying up to 10 working days on a rolling year basis (pro-rated for part time staff), following the successful completion of probation period.
• Opportunity for additional holiday for long service, 1 day after 5 years and another 1 day at 10 years.
• A friendly and social environment enhanced with regular social events provided by the firm.
• We offer a staff pension scheme with Scottish Widows that you will be auto-enrolled after you have completed 3 months service.

Additional Information

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