Receptionist - Travel coordinator - Part-time (2024)

Job description

• Operate the switchboard, handle incoming and outgoing calls, and direct them as required.
• Greet customers, visitors, and suppliers in person.
• Register external guests upon arrival.
• Track deliveries from external couriers.
• Manage parking reservations for clients and suppliers.
• Oversee relationships with vendors.
• Handle the issuance of entry badges, escort guests, and maintain visitor logs.
• Process the receipt and distribution of private packages.

Meeting Room Coordination:

• Schedule and oversee meeting room bookings.
• Arrange internal and external meetings.
• Set up and maintain meeting rooms, including the operation of coffee machines, restocking beverages, and ensuring a professional setting.
• Ensure meeting room supplies are well-stocked and pre-order as necessary.

Catering Arrangements:

• Organise catering services for breakfasts, lunches, co*cktail receptions, and larger events.
• Make restaurant bookings as required.

Travel Coordination:

• Plan travel itineraries, including flights, hotels, taxis, and train journeys in coordination with our travel agency.
• Oversee travel arrangements and maintain communication with our London office and other branches when necessary.

General Administrative Duties:

• Carry out a range of administrative tasks such as handling mail, sorting and sending post.
• Keep telephone directories up to date.
• Solicit and monitor supplier quotations for office supplies.
• Process business card orders.
• Provide occasional support to other departments, including Facilities, Business Development, and HR.
• Monitor budgets and manage the tracking and verification of invoices.

Qualifications

• Proven experience as Administrative Assistant, Receptionist, and experience with travel arrangements required.
• Proficiency in French and English is essential, with German and Luxembourgish being beneficial.
• Proficient in Office 365 tools: Outlook, Word, Excel (basics) and PowerPoint.
• Excellent time management skills and ability to multi-task and prioritize work.
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements.
• Demonstrate flexibility, professionalism, and an impeccable appearance that mirrors the firm's professional standards.
• Ability to maintain confidentiality and to adapt to different roles and business landscape.
• Adaptability.
• Excellent communication and relationship-building skills
• Bespoke in-house training will be provided to meet your professional development needs.

Company Description

We are one of the largest international law firms in the world. With over 33 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise. Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work. Our one firm global strategy is focused on targeted growth led by the needs of our core clients, those who we can best support with the breadth and depth of Clifford Chance expertise, across the sectors and geographies, which matter most to them. You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations.

But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all our teams.

Whichever area of the business you join, you’ll become an integral part of an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet. With around 130 lawyers and 15 Partners, the Luxembourg office of Clifford Chance is a leading player in the Luxembourg legal services market.

We are currently seeking a part-time receptionist. This individual will play a pivotal role in extending a warm and professional greeting to our clients, team members, suppliers, and external guests.

Additional Information

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm.

Apply here. Find out more about our inclusive culture here.

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