Front of House Coordinator

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.

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.

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 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.