Office Services Assistant

Office Services Assistant

Salary: £18,360 per annum (FTE £30,600), plus company benefits

Location: London, EC2V 6DN

Contract: Part Time, Permanent

Shifts: 22.5 hours per week, Tuesday to Thursday, 7:45am until 4:15pm. Flexibility required for occasional Mondays, Fridays, and evening events (paid as overtime).

Work model: Fully onsite

Williams Lea seeks a Office Services Assistant to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms, and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose Of Role

We are looking for a dedicated and detail-oriented Hospitality and Front of House Assistant to join our prestigious law firm. The ideal candidate will have a genuine passion for delivering exceptional, personalised client service and the ability to anticipate and address the unique needs of our clients. A strong background or interest in hospitality is essential, as the role centres on creating a welcoming, professional environment and providing high-quality refreshments and meeting support. This position demands a high level of discretion, professionalism, and the ability to manage multiple tasks with precision.

As the Hospitality and Front of House Assistant, you will be a key member of the front of house team, setting the tone for the client experience from the moment they arrive. While you will be fully trained to perform reception and administrative duties as needed, the core focus of this role is on delivering high-quality hospitality services. You will take the lead in overseeing hospitality operations, ensuring a seamless, professional, and refined service that reflects our firm's reputation for excellence.

Your commitment to providing a five-star service will ensure that every client and visitor feels valued and well-cared for, enhancing their overall experience with us. You should have a welcoming and pleasant personality, with the ability to easily build rapport with people. They'll be able to deal with urgent tasks in a timely and effective manner, and the ability to multitask is important for this position. If you are a proactive professional with a keen eye for detail and a passion for client service, we invite you to be a part of our team and contribute to the distinguished environment of our firm. This role requires working in shifts, so flexibility is a plus.

Key Responsibilities

Hospitality

• Arrange and serve refreshments and catering for lunches, events, and functions, ensuring quality and attention to detail.
• Prepare meeting rooms to the highest standard and oversee on-site events to deliver a smooth and seamless guest experience.
• Conduct daily meeting room checks and maintain presentation standards throughout the day.
• Escort clients to meeting rooms, offering assistance with coats, luggage, and refreshments.
• Manage stock and supplies for meeting rooms, ensuring all areas and storage are fully stocked and orderly.
• Maintain up-to-date knowledge of local transport, restaurants, and amenities to enhance client convenience.
• Proactively raise process improvements or concerns with the appropriate management.
• Act as Fire Marshall and be familiar with all emergency and evacuation procedures for the office.

Front of House

• Meet and welcome clients and visitors, ensuring compliance with building policies and providing exceptional support for queries and services.
• Manage diaries, event logistics, and maintain front-of-house areas to ensure they are clean, organised, and well-stocked.
• Coordinate last-minute room bookings and schedule changes using EMS to ensure smooth operations.
• Handle internal and external calls professionally, taking accurate messages and managing communications efficiently.
• Support client printing services, including document handling, scanning, and printing, while maintaining strict confidentiality.
• Process invoices in an organised and timely manner, ensuring accuracy and adherence to internal procedures.
• Collaborate effectively with other departments, promoting a unified 'one team' approach to guest services.
• Perform regular visual maintenance of client areas and manage stock of stationery, supplies, and deliveries.
• Maintain a polished, professional appearance by adhering to uniform standards and company policies at all times.

Personal Attributes

• Minimum 1 year of professional experience, ideally in hospitality, reception, hotel, or corporate front-of-house environments.
• A natural passion for hospitality and a desire to make every visitor feel welcome and valued.
• Experience with food preparation and a clear understanding of food hygiene standards.
• Demonstrated customer service skills with the ability to create, maintain, and enhance client relationships.
• A strong commitment to delivering a memorable and high-quality guest experience.
• Self-motivated with a positive, can-do attitude and an energetic approach that shines through in day-to-day work.
• A true team player who is also capable of making independent decisions aligned with business needs and policies.
• Excellent interpersonal and communication skills, both written and verbal.
• Diligent, well-organised, and detail-oriented.
• Proactive and innovative, with the ability to spot opportunities for improvement.
• Embraces and values diversity, showing respect and appreciation for others' differences.

Rewards And Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays (pro-rata for part time roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV's, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality And Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a "protected characteristic" in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.