Front of House Coordinator

We are recruiting a Front of House Coordinator to join our Facilities department.

About Macfarlanes

Macfarlanes is a pre-eminent law firm that serves a global client base in private capital, private wealth, M&A and disputes. Personal connection, an entrepreneurial spirit and a commitment to excellence are at the heart of our firm. These values drive our ability to deliver exceptional outcomes for our clients.

We are big enough to undertake the most complex and demanding mandates yet small enough to know each other well and to be agile, adapting to the needs of our clients. We seek to strengthen the firm by recruiting talented people from all backgrounds who want to build long-lasting and impactful careers with us. Our culture is challenging and supportive, creating an environment where individuals can thrive.

What this means for you

Joining Macfarlanes mean being part of a collaborative, approachable team who want you to succeed. You’ll be encouraged to get involved and recognised for your contribution.

We take your development seriously. Our learning and development programmes are second to none and are designed to help you strengthen your skills.

Above all, you’ll be part of a firm where we all work together as part of a cohesive and supportive team, value your efforts and help you to thrive.

The team

Macfarlanes’ Front of House team consists of the Front of House Manager and eight Front of House Coordinators. The team cover the core hours of 7am to 7pm, Monday to Friday, and rotate shift hours each week. The team are responsible for coordinating three reception areas, 33 meeting rooms and receiving upwards of 70 guests a day. The team are committed to providing a professional and positive front of house experience to all stakeholders.

The role

The individual will be required to carry out a broad range of good quality work. Key duties will include:

• ensuring that all visitors are greeted in a welcoming and professional manner; visitors’ coats and bags are taken and placed in the cloakroom and numbered tags are issued; visitors are shown to the waiting area and the appropriate person is informed of their arrival. Refreshments must be offered to clients if required;
• issuing visitor badges and temporary passes to those authorised to work in the building who are not employed by Macfarlanes;
• directing courier deliveries to the post room and any hand delivered items should be forwarded to the correct person as soon as possible;
• providing maps/travel details to clients and staff. Taxis and cars must be ordered as required and details should be recorded;
• checking meeting rooms every morning and then at intervals throughout the day - clear and clean rooms prior to reusing the room. All meeting rooms and room configurations to be checked daily before the start of business;
• entering all room bookings, amendments and cancellations on to the Condeco booking system correctly and sending confirmations. Ensure last minute room bookings are handled efficiently. Refreshments ordered for meeting rooms must be booked and equipment required for meetings put in place prior to the meeting and removed once the meeting has concluded. Provide daily reports from the booking system for IT, catering and maintenance for the next working day;
• ensuring that the waiting area, reception desk and surrounding area is kept clean and tidy at all times, that flowers are replaced weekly by a florist, that there is an adequate stock of the firm’s various brochures for visitors, and that newspapers and magazines are kept tidy;
• answering internal and external calls using the correct standard greeting;
• monitoring the booking system grid and reception inbox;
• liaising with the facilities team to discuss any room changes and maintenance issues, contacting the cleaner if extra cleaning is required and liaising with the hospitality manager and team as and when required;
• handling lost property; and
• undertaking any other reasonable duties and projects as required.

This job description encompasses the main duties of the role and is by no means exhaustive. It is anticipated that duties may vary from time to time according to the needs of the practice area.

The candidate

The role requires an individual with the following attributes/experience:

• corporate front of house experience, ideally within the legal profession, financial services or similar industries;
• a passion for the role and a clear track record of commitment to the highest level of customer service;
• ability to remain calm under pressure, act on own initiative and work autonomously whilst also within a team;
• ability to deal with people at all levels in a polite, friendly, professional and courteous manner;
• personable, reliable, punctual and exceptionally organised;
• excellent personal presentation (a uniform is not provided);
• articulate and confident, with outstanding communication skills;
• strong attention to detail and a high level of accuracy;
• flexibility with working hours and occasional overtime is imperative;
• computer literate with a good understanding of MS office (e.g., Word, Excel, Powerpoint); and
• previous experience with a room booking system such as Condeco, Opera, Manhattan or Rendezvous, is essential.

Application screening

Any offer of employment with us is subject to our pre-employment checks which are conducted by a third-party screening provider. These may include but are not limited to your professional and academic qualifications, any criminal records and employment references. These checks will be initiated with your consent and your offer will be subject to the successful completion of these checks.

Our commitment to inclusion

Inclusion is one of our key priorities and it is a goal we are actively working towards. We believe that an inclusive, forward-thinking culture is intrinsically important and enables us to provide innovative solutions to our clients.

We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of age, gender, race, ethnicity, social or economic background, religion, disability, sexual orientation or any other characteristic.

As part of this commitment, we will ask you certain diversity data questions. We would really appreciate you and/or your recruiter completing these questions when submitting an application to Macfarlanes as this data enables us to measure our progress and identify any actions needed to continue to support an inclusive culture. This data is anonymised to maintain the privacy of applicants. If you have any questions relating to how this data is used, please contact a member of the recruitment team.

Should you require any adjustments during the application and/or interview process, please do not hesitate to inform your recruiter or a member of the recruitment team. Please note, the job description is available in other accessible formats (for example, large print).

We are a Disability Confident Employer and will offer an interview to disabled applicants who best meet the essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please email the recruitment team at recruitment@macfarlanes.com.