Summary:
Clifford Chance is one of the world's leading law firms, helping clients achieve their goals by combining the highest global standards with local expertise. The firm has unrivalled scale and depth of legal resources across the three key markets of the Americas, Asia and Europe and focuses on the core areas of commercial activity: capital markets; corporate and M&A; finance and banking; real estate; litigation and dispute resolution.The role of the Receptionist is to provide a first-class professional support service to partner(s)/fee earner(s).
Key Responsibilities:
- Key Working Relationships
- A key attribute of the role will be to develop positive and collaborative working relationships with the Management teams and other staff from all departments in Dubai.
- Specific areas of focus will vary over time and according to the requirements of the team of fee-earners, but this role will be required to perform tasks within each of the following categories:
Reception duties include:
- General running of Reception area
- Managing switchboard
- Coordinating meeting room bookings
- Prepare meeting rooms with necessary IT (WebEx and Microsoft Teams) and catering requirements
- Logging and processing courier requests
- Co-ordinate car requests with driver calendars and make bookings with external car companies where necessary
- Managing catering and supplies for water and vending machines
- Managing stationery inventories and stocking up where needed with local suppliers and London
- Process general office suppliers' invoices and send to Accounts department in Dubai for payment
- Managing of Petty Cash labels and invoice collation
- Forward any CVs and marketing information received to the correct departments
- Ensuring correct sending / receiving, logging of internal / external post
- Ensuring the safety of our office and employees through enhanced cleaning of meeting rooms and facilities, incoming mail/couriers
- Gathering data on clients prior to office visits in accordance with COVID guidelines
General administrative duties include:
- Providing administrative support to HR team – from submitting expenses, arranging flights and accommodation, and supporting with confidential general HR administrative tasks such as starters & leavers document, mail merges, ad-hoc support
- Assistance with trainee/new joiner inductions
- Work with HRBP / Talent Advisor to coordinate and administer seat allocation
- Support with intranet updates and letter template updates
- Assist with the scheduling of final round interviews
- Diary management for Head of HR
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Skills & Experience:
- We are looking for candidates with experience of working in a corporate reception environment and with extensive administrative experience. Switchboard operation experience would also be an advantage.
- You will have excellent communication skills and the ability to demonstrate good use of your initiative and a proactive approach to work.
- You will also need to be well-organized and efficient and able to prioritise a high volume of tasks both daily and ongoing.
- You must be resilient and work well under pressure at all times, maintaining a calm exterior towards Clients and colleagues, demonstrating at all times a "whatever it takes" philosophy to meet and exceed clients expectations.
- You will need to demonstrate an intelligent and practical approach to problem solving, being able to take responsibility for issues that may arise and following them through to successful resolution.
- You will need to be technically minded and be able to pick up how to use office equipment and software and adapt it to best serve the needs of the office, particularly with regards to the switchboard and IT requirements.
Equal Opportunities: It is the Firm's policy to treat all employees and job applicants fairly and equally regardless of their gender, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. Furthermore, the Firm will ensure that no requirement or condition will be imposed without justification which could disadvantage individuals purely on any of the above grounds. The policy applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.
The Firm will regularly review its procedures and selection criteria to ensure that individuals are selected, promoted and otherwise treated according to their relevant individual abilities and merits.
The firm is committed to the implementation of this policy and to a programme of action to ensure that the policy is, and continues to be, fully effective. All staff are required to comply with the policy and to act in accordance with its objectives so as to remove any barriers to equal opportunity. Any act of discrimination by employees or any failure to comply with the terms of the policy will result in disciplinary action.
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