Receptionist & Post Room Co-Ordinator

Established in 2014, we are one of the fastest-growing high street law firms in the South West and Wales, with 10 offices in Shepton Mallet, Bristol, Bridgwater, Frome, Keynsham, Cardiff, Bournemouth, Cheltenham, Bath and Exeter.

Our expansion is a reflection of our strong performance, our continuing focus on strategic planning and our commitment to providing an excellent service to all clients and, more importantly, investing in our people. We can only do what we do, to the standard we strive for, by attracting, developing and retaining talented staff – people who are knowledgeable, capable and who share our values. We want our staff to feel engaged and valued.

We are seeking a reliable and personable Receptionist and Post Room Co-Ordinator to join our busy team at the Shepton Mallet office.  This dual-role position is essential in ensuring smooth day-to-day front of house operations while also supporting our post room activities.

The ideal candidate will be friendly, organised and proactive with strong attention to detail and the ability to manage multiple tasks efficiently.

Job Purpose

To serve as the first point of contact for visitors and callers, providing a professional and welcoming front-of-house experience. The Receptionist ensures smooth day-to-day operations by managing incoming communications, supporting administrative tasks, and maintaining a well organised and efficient reception.

Responsibilities & Duties

Reception Duties

• Great and welcome visitors in a warm and professional manner;
• Maintain the reception area, keeping it clean and presentable;
• Monitor the reception inbox and respond to general queries;
• Manage meeting room bookings and ensure rooms are prepared as needed;
• Schedule appointments and manage meeting room bookings;
• Handle general enquiries and provide accurate information;
• Receive and distribute deliveries at the reception area;
• Assist with administrative tasks such as dealing with witnessing of documents, storage of Deeds and Wills, arranging ID1 appointments;
• Assist in the overseeing of maintenance repairs and safety compliance for office facilities in conjunction with the Office Manager and Business Support;
• Arrange collection of the office’s confidential waste;
• Ensure the office printers are maintained and stocked with paper;
• Ensure the office is opened up on time and closed securely with alarms set;
• Any other duties as requested by Office Manager/Management Team.

Legal Administrative Support

• Assist with the preparation, witnessing and submission of ID1 forms;
• Handle original legal documents such as Wills, Deeds, Powers of Attorney and Certificates ensuring proper logging, storage and safe return;
• Maintain accurate records of documents received and dispatched across the offices;
• Coordinate with solicitors and legal assistants regarding document collection and delivery;
• Ensure compliance with data protection and confidentiality policies when dealing with client information.

Post Room Duties

• Sort, log and distribute incoming mail and packages securely and promptly;
• Prepare and frank outgoing post; manage courier bookings for urgent or tracked deliveries;
• Record the receipt and dispatch of important legal documents and packages;
• Maintain post room equipment and supplies and report any issues promptly;

Skills & Experience Required:

• Previous experience in a legal or professional services environment preferred;
• Knowledge of legal documents is advantageous;
• Strong communication and interpersonal skills;
• Excellent organisational and multitasking abilities;
• High level of discretion and understanding of confidentiality;
• Competent with Microsoft Office (Word, Outlook) and able to learn case management systems.

Additional Information

• Full training will be provided on handling legal documentation and internal systems;
• We welcome applications from candidates at all stages of their careers – whether you are just starting out as an Apprentice, returning to work after a break, or bringing your experience as a retired professional;
• What matters most is a professional attitude, reliability and a willingness to learn and support a busy legal office.

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