Reception and Meeting Planning Support Coordinator

Pinsent Masons
London (Central), London (Greater)
Closing date
17 Mar 2023
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Job Details

Job Description

Reception and Meeting Planning Support Coordinator - 12 month FTC

Role Overview

We have a fantastic opportunity for someone who is passionate about Client Services and enjoys meeting people to join us as a Reception and Meeting Planning Support Coordinator on a 12 month FTC. This role is based in our London office.

In this role you will support all elements of client services, from planning and coordination of meeting support requirements to reception and servicing of the meeting and events spaces in order to deliver a world-class, exceptional experience.

Main duties and responsibilities:

  • Coordinate and plan meeting support from booking to completion, processing incoming telephone and e-mail requests for all requirements, including catering and AV requirements.
  • Go-to person for key client meetings and events, offering expert knowledge and advice from inception to on the day.
  • Liaison with catering, facilities, maintenance & technology services departments to ensure the smooth provision of services to the meeting rooms
  • Helping coordinate training and workshop sessions to the business to drive self-management of room bookings and video conferencing for both physical and virtual meetings.
  • Meet and greet clients delivering a world class client experience – both in person and virtually via all communication tools.
  • Anticipating the client needs, helping where needed and assisting with their requests and queries efficiently and effectively.
  • Offering a hotel-style concierge service to clients, including taxis, restaurant recommendations etc.
  • Intuitive and effective communication, adapting style and approach appropriately to suit across all levels and types of clients.
  • Assisting the business development and events teams with event planning and organisation.
  • Pro-actively managing workload, including deadlines and time critical tasks and activities per day/week.
  • Organising and forward planning resources and services to ensure the smooth operation on the day.
  • Conflict resolution for over demand and clashes of interests/requirements.
  • Administrative tasks, including reconciliation of catering charges and statistical reporting.
  • Helping drive change management in behaviours of end users and championing online tools and resources.
  • Reconciling and controlling catering costs to ensure accuracy of recharging process and timely onward billing to clients.
  • Adhere to all firm wide policies and procedures.
  • Be conversant with the firms Health & Safety policy, emergency evacuation procedures and business resilience plans.
  • Undertake other duties as required by the Meeting Support Planning Lead, Head Receptionist or Client Services Manager.

Candidate Overview

Relevant Experience:

  • Excellent IT skills to include all MS Office packages.
  • Experience of using a booking system, preferably Condeco.
  • Previous Reception, Room Bookings experience in a corporate environment is essential

Our ideal candidate is someone who is proactive, with a keen eye for details. Flexible in both attitude and in daily hours of work. You will be a team player, but also be a self starter and able to work on your own initiative. 

Our Benefits

  • Join a global, innovative and forward thinking firm;
  • 25 days annual leave entitlement and the opportunity to purchase or roll over 5 days
  • Up to 5 days' carers/parental leave per year;
  • Contributory pension of up to 5%;
  • Private healthcare;
  • Death in service cover (4 x base salary);
  • Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan;
  • Cycle to work scheme;
  • Access to training and development to refresh or enhance your current skillset;

For any queries or for a copy of the full job description then please contact our in-house recruiter Sophie Walls. Please note we only accept CVs that are logged on the Recruitment portal.

At Pinsent Masons we value diversity and inclusion. We are committed to creating a better workplace where all our talent can succeed and feel like they belong. We want to attract, retain and develop people at all levels and encourage applications from all suitably qualified candidates whatever your ethnicity, religion, age, physical or mental disability/ long term condition, sexual orientation, gender identity or expression or any other characteristics protected by local law in the jurisdictions in which we operate.


Pinsent Masons is a global 100 law firm, with over 3,400 employees operating from 27 locations throughout Europe, Asia Pacific, Africa and the Middle East.  We have a long-standing reputation for delivering high-quality legal advice rooted in a deep understanding of the sectors and geographies in which our clients operate. Our global reach ensures that we are well-placed to advise on complex multi-jurisdictional matters across a full range of legal disciplines. The firm has significant multinational credentials in the financial services, energy, infrastructure, real estate, and advanced manufacturing and technology sectors.

We champion change and promote progress to make business work better for people. Pinsent Masons has embedded a range of diversity and inclusion initiatives to create an environment in which its people can flourish.

We stand out for our innovative approach to service delivery and believe that innovation flourishes in a diverse workforce. We are proud that in the same financial year Pinsent Masons was recognised as law firm of the year at the Legal Business Awards, we were also named the top employer for LGBT people by Stonewall, one of the top fifty employers for women and ranked 21st out of 700 companies by the Financial Times in their Diversity Leaders list. 

Find Us
30 Crown Place
Earl Street
United Kingdom
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