Job description

We are currently recruiting for a Client Services Assistant to join Allen & Overy's Front of House team. This role will ensure the smooth running of all aspects of the Fuse tech-space and manage the reception area; acting as the first point of contact for participants and visitors to the tech-space and the interface between those people and the rest of A&O.

Fuse by Allen & Overy

Fuse, our tech innovation space, exists to fuel a culture of digital innovation in the legal sector.  By seeking out and supporting best-in-class technologies, even those at a very early stage, we demonstrate A&O’s commitment to investing in the future. 

Through Fuse we enable our clients, and A&O lawyers, to co-develop ideas with some of the brightest and most promising entrepreneurs, putting lawyers at the heart of product development.   We provide a collaborative learning lab where teams can experiment with, develop and test the latest [legal, regulatory and deal-related] solutions, acting as a technology radar and enabling first-hand experience of emerging technologies.  

Since opening in 2017 Fuse has received over 10,000 client visits and hosted 37 tech companies, each resident for 6-9 months, putting it at the heart of the legaltech ecosystem.  With each new cohort of entrepreneurs, we take the opportunity to focus on different opportunities; most recently fintech, selected in conjunction with A&O’s leading financial institution clients.  Regardless of which challenge we choose to tackle, access to and collaboration with A&O’s clients and legal subject matter experts remains a key driver in tech companies wanting to join Fuse. 

Fuse forms part of A&O’s wider Advanced Delivery & Solutions businesses, providing broader technology, resourcing and specialist consulting services to help clients overcome the frustration of outdated and inefficient ways of working and enable them to better manage risk, reduce cost and become more resilient

Role and responsibilities

• In addition to a high level of client service, computer literacy is needed with the ability to learn new systems quickly and assist the AV set up for meetings and events in Fuse. Good knowledge of Word, Excel, Outlook and Electronic Reservations Systems advantageous. Typing speed 40+ wpm.

Fuse FOH responsibilities

• Carry out all Reception duties as required to include meeting and greeting visitors for client meetings, seminars, training courses and other events, taking calls and scheduling, welcoming and showing around visitors to the tech-space
• Maintaining and analysing data records of visitors and occupants of the tech-space working closely with Head of Fuse and Fuse PA team to ensure these are delivered on a weekly basis
• Ability to set up and coordinate the technology and AV for meeting and event space, drawing on A&O support personnel and suppliers where necessary
• Maintaining and managing relationships with support personnel in A&O and all suppliers
• Communicating with, and gaining the confidence of all occupants of and visitors to the Fuse space
• Leading the visitor management processes for the Fuse space, training team members and Fuse Cohort on the booking processes and visitor processes for this space
• Be fully familiar with the Room Booking system and Conference Suite facilities, especially the layout and usage of rooms, in order to meet reservation requests quickly andefficiently on a daily basis
• Carry out regular floor walks/room checks to ensure rapid turnaround of rooms and be proactive and effective in the co-ordination and monitoring of meeting room and event bookings on the day to ensure maximum utilisation of all rooms
• Work closely with FOH team members, joining monthly FOH team meetings to keep up to date with key processes and projects relating to meeting and event space
• Build strong working relationships with Reservations London, Event and Graduate training teams to ensure that all special requests are forwarded to the relevant parties immediately
• Liaise directly with the AV, IT, Catering and Housekeeping teams, ensuring that all equipment and/or catering are provided correctly and on time for events and meetings in Fuse
• Be responsible for ensuring all messages for clients and staff are forwarded in a timely and professional manner, using good liaison & telephone skills
• Provide administrative support to clients and staff, as required, such as printing, copying, scanning, courier requests etc.  Obtain work from meeting rooms and client space when requested i.e. photocopying, typing and faxing and ensure that any documents/faxes left unattended are delivered to the appropriate individual
• Demonstrate a flexible approach in undertaking these duties and any other duties or shifts as required by the Business or Front of House Manager.

Key requirements

• Ensure that all clients, visitors and A&O staff including International visitors are dealt with exceptionally high standards of customer service at all times
• Maintain a professional corporate image and immaculate presentation at all times
• Provide administrative support to clients and staff, as required
• Be fully familiar with an electronic room booking system and meeting room facilities, especially the layout, AV set up and usage of rooms, in order to meet reservation requests quickly and efficiently on a daily basis.

Who we are looking for

• Reception experience gained within a medium-to-large organisation
• Familiarity with the world of start-ups and incubators would be an advantage
• AV experience in setting up webinars, events and presentations
• Willingness to work extra hours when required (e.g. for breakfast seminars and evening events)
• Exceptional interpersonal skills and a friendly and motivated attitude are essential, as is the ability to liaise with staff and clients at all levels
• Strong interpersonal and influencing skills – with occupants of the tech-space, A&O partners and Associates, A&O support functions, clients and suppliers
• Excellent telephone manner and the ability to project a professional and efficient image of the firm at all times
• Highly computer literate with the ability to learn new systems quickly and work under pressure. Good knowledge of Word, Excel, Outlook and Electronic Reservations Systems advantageous. Typing speed 40+ wpm
• Flexible and multi-skilled, to match the changing demands of the business
• Reliable team player and enthusiastic to deliver excellent client care on a daily basis

Allen & Overy LLP is committed to being an inclusive employer and we are happy to consider flexible working arrangements.

Additional information - External

Allen & Overy is a leading global law firm operating in over thirty countries. By turning our insight, technology and talent into ground-breaking solutions, we’ve earned our reputation as a firm that leads the industry and opens up new possibilities in law. Our lawyers are leaders in their field – and the same goes for our support teams. Ambitious, driven and open to fresh perspectives, we find new ways to deliver our services and maintain our reputation for excellence, in all that we do.

The nature of law is changing and with that change brings unique opportunities. We are defined by our consistent commitment to creating a collaborative and supportive working culture and investing in your progress. We’re committed to supporting a culture that drives diversity and inclusion. Every day, we’re working hard to create an environment where you feel you can bring your authentic self to work. To be comfortable and confident to be who you are in the workplace. To feel like you belong. We offer rewarding careers that are built around your strengths and designed to ensure you can achieve your personal and professional ambitions. Joining our global team, you’ll discover what collaborating on a global scale really looks like; you’ll learn how to help drive change; and you’ll be at the heart of an organisation that’s defining the future of law. If you’re ready to find a place to thrive: It’s Time.