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Secretarial and Administration Jobs


Reference: 20241


Belfast, County Antrim



Job Type


Date Posted

16 August, 2022

Do you have excellent customer service skills?

Have you got experience working in a fast-paced environment?

One of the world’s leading law firms are seeking a Receptionist to create a professional and welcoming environment for visitors in their Belfast office. This role is currently a temporary position with an opportunity to become permanent.


  • Meeting, greeting, and registering of all clients and visitors at reception and directing them as appropriate.
  • Maintaining the highest standards of presentation in the reception area at all times.
  • Maintaining security by following procedures, monitoring logbook and issuing visitor badges.
  • Handling telephone calls, dealing with enquiries and relaying accurate messages as required.
  • Managing the reception mailbox, including checking voicemails.
  • Responding appropriately to any questions and queries on behalf of the Belfast office.
  • Responsibility for booking, controlling use and setting-up of meeting rooms and private offices.
  • Setting up of meeting rooms and private offices before and after use.
  • Responsibility for venue hire and other private meeting / function requirements.
  • Liaising with members of the Operations and Projects team to ensure that audio-visual and other IT requirements are in place for meetings and other functions.
  • Liaising with suppliers regarding the catering and refreshment requirements for meetings and other functions.
  • Managing of car park spaces on a day-to-day basis and allocation of visitor car parking and team members for temporary use.
  • Responsibility for staff photographs, including liaising with photographer, hair and makeup and arrange appropriate staff to attend.
  • Responsibility for ordering and arranging flowers, gifts etc. as requested.
  • Processing of all in-coming and out-going mail in accordance with office procedures.
  • Day to day responsibility for arranging and managing couriers (including receipt and dispatch).
  • Responsibility for replenishing stationery and other office supplies in accordance with the office stock take and ordering procedures.
  • Responsibility for fire alarm test notifications.
  • Working collaboratively with the PA to the ALT Management Team and the Office Operations Assistant, including covering some of their responsibilities as required.
  • Providing support with general office management (including checking tidiness and cleanliness of the reception area, meeting rooms, private offices and all other areas) and escalating any issues.
  • Supporting the arrangements for meetings and other functions, including the preparation of papers, presentations and other materials.
  • Supporting the travel and accommodation arrangements for members of the Belfast team and/or any visitors to the Belfast office (including partners, associates, business services managers or other visitors).
  • Providing general administrative and operational assistance to the Belfast office as required.
  • Providing cover for office related functions and events as required.


  • A proven track record of working as a receptionist within a fast-paced professional services environment.
  • Proven experience of contributing positively as part of a team, helping with various tasks as required.
  • Proven experience of successfully managing and prioritising own workload, with an ability to work under pressure and to tight deadlines.
  • Excellent customer service skills, with the ability to use discretion, patience, tact and respect for confidentiality.
  • A high level of computer literacy, including proven experience of using Outlook, Word, Excel and PowerPoint.

Next Steps:
Please submit your application or speak to a specialist consultant from the Abacus team on 0044 (0) 28 9031 3157 for a confidential discussion. We aim to respond to all inquiries within 4 business hours.
The team at Abacus manages a range of permanent and contract positions throughout Northern Ireland, the UK and the Republic of Ireland. If you are experienced and/or professionally qualified we can support your job search.
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