Alexandra-Stefania Costache

• Answer phone calls and direct them to the appropriate person or department
• Provide information to callers and visitors about the company and its services
• Schedule appointments and maintain calendars for staff members
• Perform clerical tasks such as filing, photocopying, and scanning documents
• Maintain an organised reception area, ensuring it is clean and presentable
• Receive and distribute mail, packages, and deliveries
• Assist with data entry tasks using QuickBooks or other computerised systems
• Handle sensitive information with confidentiality

• Diary management and reminding fee earners of any daily meetings.

• Travel arrangements including accommodation, reservations, and schedules.

• Arranging meetings including booking rooms, refreshments and ensuring they are set up correctly.

• General administration including photocopying, printing, organising couriers and sending letters.

• File opening and closing, general filing, record keeping and archiving.

• Liaising with clients via telephone and taking comprehensive messages and passing these on in a timely.

• Liaising with other departments on behalf of fee earners.

• Proofreading correspondence, typing urgent/short emails.

• Updating spreadsheets as required.

• Support fee earners with time recording, billing, and credit control – including some reporting.

• Help other departments where necessary and there is capacity to do so.

• Answer all telephone calls in a professional manner

• Reserve meeting rooms on the computerised meeting room booking system; respond to requests and provide alternatives, if required.

• Meet and greet clients and visitors in reception, ensure clients and visitors receive VIP treatment.

• Assist visiting clients and lawyers with hotel bookings and airport transfers.

• Liaise with other receptionists, the catering team, and the AV team to complete bookings.

• Liaise with the secretaries, partners, associates, and staff to manage bookings.

• Assist in the co-ordination and preparation of meeting rooms, including setup and use of video conferencing equipment.

• Book executive cars and taxis where necessary for clients and lawyers.

• Book catering facilities - organise lunches and liaise with catering team.

• Have an eye for detail and ensure rooms are always perfect.

• Allocation of security cards to staff and guests where necessary always using good judgment.

• Work alongside the building reception team when organizing large events and seminars

• General administrative duties

• Greet guests warmly and provide excellent customer service throughout their dining experience
• Present menus, explain dishes when needed, and make recommendations based on customer preferences
• Take accurate food and beverage orders and enter them into the POS system
• Serve dishes and drinks in a timely and professional manner
• Ensure tables are clean, properly set, and maintained throughout service
• Communicate effectively with kitchen and bar staff to ensure smooth service
• Handle customer inquiries, concerns, or complaints with professionalism and a positive attitude
• Process payments accurately and efficiently (cash, card, or other payment methods)
• Follow health, hygiene, and safety regulations at all times
• Assist with opening, closing, and general cleaning duties as required

• Accurately input and update customer and case data into internal systems
• Process legal documents, payment agreements, and client records
• Review and verify information received from external partners (law firms, courts, clients)
• Maintain and organize digital and paper-based filing systems
• Support legal administrative tasks including document preparation and archiving
• Collaborate with debt collection agents and legal advisors to ensure timely updates
• Ensure data confidentiality and integrity at all times