Front of House Coordinator

Withers

Job title: Front of House Coordinator 

Reports to: Office Manager

Location: Hong Kong

About Withers HK Professional Services Limited

In 2008, Withers established its Hong Kong office to offer on-the-ground support in Asia for the firm’s international client base. Today, its multinational team of lawyers and legal professionals offers one of the most comprehensive arrays of client services across various major jurisdictions. Withers is also able to put together a cross-disciplinary team of advisers with the relevant experience and expertise for complex, cross-border transactions in the region. Its team understands both domestic and international issues and how different legal regimes interact and impact each other.

The Role

An opportunity now exists to join the firm's Office Facilities Department. The person will need to provide general Receptionist support to the Hong Kong office as well as be flexible to carry out other office admin duties as required.  

Key skills and experience 

• Minimum 3 years’ experience in a receptionist or front‑office role (law firm or professional services experience is an advantage)
• Proficient in MS Word, Excel, PowerPoint, and Outlook and room booking systems
• Fluent in Cantonese, Mandarin, and English
• Professional appearance with strong communication and interpersonal skills
• Well‑organised, detail‑oriented, and able to multitask under pressure

Key duties & responsibilities

Reception & Client Service

• Greet and assist clients and visitors in a courteous, professional, and welcoming manner
• Direct visitors to the appropriate meeting rooms and notify internal hosts of arrivals
• Manage visitor flow to ensure a smooth and professional front-of-house experience

Telephone, Email & Communications

• Answer and manage incoming telephone calls, emails, electronic faxes, and general enquiries
• Accurately redirect calls and correspondence to the appropriate individuals or teams
• Coordinate and issue office closure and public holiday notifications 

Meeting Rooms & Front-of-House Presentation

• Manage meeting room bookings and daily schedules
• Ensure reception and meeting rooms are tidy, well presented, and maintained to firm standards
• Ensure meeting rooms are stocked with approved stationery and branded materials
• Coordinate maintenance and servicing of client-facing facilities and equipment

Mail, Couriers & Supplies

• Receive, sort, and distribute incoming mail and coordinate outgoing by-hand mail and couriers
• Place and monitor orders for office and pantry supplies, including flowers and consumables
• Liaise with suppliers to ensure timely delivery and appropriate stock levels

Administration, Security & Finance Support

• Support office security processes, including access cards and visitor protocols
• Assist with petty cash handling and basic administrative tasks
• Maintain records for company and land searches
• Input, track, and process vendor invoices in support of office administration

Events & Catering

• Provide catering and hospitality support for meetings and firm functions
• Assist in the organisation and delivery of firm events, including the annual Christmas Party and other internal events

General Support

• Carry out general administrative and ad hoc duties as required to support the smooth operation of the office

About Withers 

A law firm focused on people, performance, and collaboration.

For the past 125 years, we have supported some of the world’s most remarkable people and organizations at defining moments in their lives.

As the global private client firm, we are trusted advisors to families, founders, fiduciaries and businesses – and more than this, to governments, charities and financial institutions.

We structure, grow and preserve capital. We protect reputations and relationships, ideas and innovations. We secure our clients’ legacies across generations.

We are united in our commitment to integrity, quality and collaboration. We have a culture of high performance and deliver excellent service consistently across the firm. We provide tailored solutions built on trust and partner with our clients to achieve their goals.

Many of our clients are shaping the future and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice.

Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests.

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.

We are delighted that we have been awarded Mansfield Certification Plus in relation to our recruitment and leadership progression efforts in the US and UK. This certification is an encouraging milestone as we continue to champion diversity within our organization and in the wider legal sector.

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

Information for Recruitment Agencies

Withers endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withers 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 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.

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