Concierge Assistant

What are we looking for?

We are looking for someone who understands the value of excellent customer service and who can provide a 5 star concierge service to internal staff and visitors from our international offices.

Working with one other Concierge Assistant, as well as the Concierge Team Leader, the concierge team will be responsible for ensuring queries and requests from internal clients are dealt with courteously and promptly. First impressions of our London office will be driven by the friendliness and professionalism of the concierge desk given its location near the entrance of each floor.

The successful candidate will have a passion for understanding and responding to people's needs and providing an efficient, trouble-free and courteous service. You will need to be an outstanding communicator with high levels of interpersonal skills allowing you to effectively liaise with partners, staff and visitors at all levels.

Areas of focus and responsibilities

• Welcome people when they arrive at the concierge desk and act as a reference point for those people who need assistance or information about our London office or about the local area. This includes understanding nearby venues (such as restaurants, wayfinding around London) and having the ability to make suitable recommendations.  This may involve booking restaurants from time to time.
• Provide a wayfinding service to existing staff, new employees and Withers visitors from other offices.
• Answer internal telephone calls promptly and professionally using the agreed salutation, directing all calls to the relevant person and taking messages where necessary.
• Perform regular internal meeting room checks – removing water glasses/ tea cups that have been left behind and take to the tea points to be cleaned.
• Assist with floor management – on a rota basis with the Concierge Assistants walk round at the start and end of the day (as well as during the course of the day) to ensure desks are clear and the space is kept tidy.   Working with the Departmental Supervisors and team managers to ensure clear desk policy and clear working environment is adhered to. Reporting any concerns to the Facilities and Client Services Manager / Global Head of Facilities and Logistics.  This includes ensuring cupboard tops are kept tidy and checking there are no boxes or files left lying around the office.
• Keep admin and copy rooms tidy on floors and replenish stationery in these areas as required. 
• To manage the stationery stock and bi-monthly bulk orders for the London office.  This includes providing ad-hoc items of stationery such as staplers, pens, note pads etc. as requested by people passing.
• Assist with the security access system as per Withers protocols and process security passes for visitors.  Manage requests from the building reception team regarding staff or visitors who have forgotten their security passes.
• Ensure floors are kept clear of boxes, liaise with Departmental Supervisors as to their appropriate home i.e. in the staging room or basement area until needed.
• Manage any IT equipment drop offs from employees by delivering items to IT and passing on any messages associated with the issue.  Once the items are fixed, items will be returned to the concierge desk and the concierge desk will be responsible for contacting the individual to arrange delivery.
• Manage small stock of IT items such as chargers for laptops and iPhones and headsets.
• Assist with small scale copying/printing (while you wait) for employees that need a quick and simple service. Assess whether a job is small and simple to do yourself or whether you advise staff to speak directly to repro.
• Take Facilities calls and pass onto the relevant area e.g. escalate building matters to the building's help desk and inform Facilities Co-ordinator.
• Oversee staff locker, filing cabinet and pedestal allocation and management (including access issues).
• Provide storage facility for large items such as suitcases.
• Liaise with Marketing to ensure the marketing literature stand is kept stocked up. 
• Hold travel tickets for collection.
• Assist Records to manage flow of boxes to/from the floors and basement.
• Ensure notice boards are kept tidy and current.
• Report Withers Information screen faults to Visually Connected and follow up to ensure this is fixed as per their Service Level Agreement.
• Place orders for first aid box supplies as requested by first aiders.  The First Aid Box and supplies and defibrillator are to be located at the concierge desk in a safe and accessible place. Ensure Accident Book is kept in a safe place on the Concierge Desk for inspection by our insurers and health and safety auditors.

This list of duties and responsibilities is not exhaustive.  It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.

Qualifications and experience required

• Background in concierge service for Airlines or Hotels
• Educated to A-level / college or university standard

Personal skills and attributes

• Exhibit first class customer service skills
• Maintain a calm and professional outlook and presence in the office
• Have a ‘can-do’ attitude and ability to use initiative to resolve challenges and problems
• Excellent organisational skills and a methodical approach to working
• A team player with a flexible attitude to work and colleagues. Assisting with other facilities teams in the event of an emergency
• Good attention to detail

The Essentials

• 9.00am – 5.00pm or 10.00am – 6.00pm
• 12 week probation period
• 4 week notice period
• Flexible benefits package including pension, private medical, season ticket loan, subsidised gym memberships, lifestyle discount scheme, on site café plus more.           

About Withersworldwide

Withersworldwide has been acting for successful individuals, families and institutions for over 100 years.  We advise clients on the full range of their business, personal and philanthropic legal needs, both at home and abroad. With offices in the key financial centres of Europe, Asia-Pacific, the United States and the Caribbean, we provide coverage and services that other law firms focussed on the needs of the individual cannot.  We have represented 70% of the Top 100 in The Sunday Times Rich List, 25% of the Forbes 400 List, 35% of the Hong Kong Forbes Rich List, and 35% of Forbes Asia's Richest Families list.

Information for Recruitment Agencies

Withersworldwide endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withersworldwide operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement

It is the policy of Withers Worldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.