Receptionist and Mailroom Operator for Hogan Lovells | Onsite Jhb

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Department Description:

JHB GBC Office Services and Facilities Management:  The nature of the Operations team varies across geographies relative to office scale and local market variances; however, the aspiration is to provide as consistent a service as possible. We are comprised of different team members in South Africa and support both South Africa and EMEA where required. 

Role Purpose:

The Receptionist and Mailroom Operator role ensures a professional and welcoming front desk experience for all visitors and staff, also managing the organization’s mailroom operations. This role provides essential support to the Office Services and Operations team, contributing to the overall efficiency and smooth functioning of the JHB GBC.

Key Performance Areas and Accountabilities:

Reception:

• Greet and assist visitors, ensuring a positive and professional first impression.
• Take responsibility for the visitor experience. Ensure that guests meet with the correct personnel and/or are directed appropriately.
• Answer and direct phone calls, and other inquiries to the appropriate departments.
• Maintain the reception area, ensuring it is clean, organized, and presentable.
• Schedule and coordinate meeting rooms for JHB GBC meetings and events.
• Assist with administrative tasks as directed by the Office Services Manager.
• Ensure security processes are followed by all visitors, contractors and couriers

Mailroom Services:

• Receive, sort, and distribute incoming mail and packages to the appropriate recipients.
• Prepare and dispatch outgoing mail and packages, ensuring timely and accurate delivery.
• Maintain meticulous records of all incoming and outgoing mail and packages.
• Manage inventory of mailroom supplies and order new supplies as needed.
• Coordinate with courier services and manage relationships with external vendors.

Office Services Support:

• Ensure the work area complies with all Health & Safety and Security policies and standards.
• Fulfil Health and Safety duties (Training provided).
• Liaise with security in the absence of the Office Services Manager to admit visitors, contractors or restore power to the floor when outages occur.
• Manage room bookings using the meeting room booking systems.
• Receive and coordinate catering deliveries with the relevant departments.
• Assist with setting up of meeting rooms.
• Control the office stationery cupboard.
• Supervise the presentation and upkeep of all meeting rooms and other bookable rooms, ensuring they meet professional standards as outlined in the Reception SOP.
• Report any facilities and maintenance problems to the relevant Facilities mailbox or management team. 

Team Work and Communication:

• Foster collaborative and professional relationships with all teams at the JHB GBC.
• Provide support to all teams at the JHB GBC as directed by the Office Services Manager.
• Maintain effective communication between Reception and relevant parties regarding room bookings.
• Ensure comprehensive handovers are compiled and communicated for relievers during shift breaks and at the end of shifts.
• Embrace a ‘one team’ global approach to shared tasks and responsibilities within the office services domain.
• Uphold the Hogan Lovells Business Principles.
• Engage in Responsible Business events.

Individual Criteria:

• Excellent time management
• Adequate stress management
• Problem solver
• Assertive and decisive
• Must be able to work in global team context
• Must follow SOPs and SLAs and make suggestions to improve where needed
• Be highly responsive and service orientated
• An effective communicator, written and orally
• Able to work independently
• Able to take initiative and drive performance
• Demonstrate a courteous and polite disposition
• Ability to anticipate client needs and prioritise requests
• A flexible, cheerful and enthusiastic approach to the role
• Have the ability to deal with difficult situations and stay calm when under pressure
• Experience in a high quality, demanding customer focused/service environment.
• Excellent people skills
• Clear criminal record

Requirements Profile:

Education:

• Grade 12 or equivalent (NQF 4) – Required
• Office Administration Certificate / Receptionist Certificate (NQF 5) – Preferred

Skills and Experience:

• Minimum 3 – 5 years’ experience as a Receptionist – Required
• Minimum 3 – 5 years in Office support – Required
• Minimum 3 – 5 years’ experience working in a Law Firm – Required

System Skills:

• Microsoft Office – Required

Technical Skills:

• Strong technical Receptionist and Customer Service skills
• Expert understanding and handling of high profile clients
• Advanced ability to manage work stress
• Ability to work independently
• Excellent time management
• Ability to think on your feet and have a fix it, can do attitude
• Ability to act and carry out duties with high professionalism at all times
• Excellent interpersonal skills
• Ensures their role and contribution of the team meets business needs