Client Services Executive

Schillings handles high stakes situations for our international clientele; high profile and successful people, companies and other organisations across the world.   The high stakes situations they face affect their reputations, their privacy and their security, both digital and physical.  That is why we apply a particular focus to protecting these three assets.   The high stakes situations present both threats that need to be mitigated, and opportunities to be taken.

We believe everyone has a right to fair treatment of their reputation, to a reasonable expectation of privacy and to feel safe.

Uniquely, Schillings combines five capabilities under one roof to handle these high stakes situations: intelligence, law, communications, security and diplomacy.   Our experts contribute to this multidisciplinary mix, or they are in the business support teams that reinforce that mission: marketing, HR, finance, risk and compliance and client services.

Because we are a growth business, opportunities appear in all areas and at all levels.   We have the largest team of specialist lawyers in the world, an expanding Intelligence & Investigations team, a growing Critical Risks unit, an evolving Digital Resilience practice, and a new communications agency – Schillings Communications – that will grow significantly in the next three years.

Schillings is a collaborative, fun and welcoming place to work, with a positive culture, strong values and a developed service ethic.  We require commitment, diligence, agility and professionalism, and in return provide competitive packages and incredibly stimulating and interesting work.  We are committed to sharing learning and creating development opportunities so you can progress your career with us. Our people’s career trajectory and longevity at Schillings is a good example of this: a third of our people have been at the business for over five years. Join us and become part of our story.

Job Title: Client Services Executive

Accountable to: Client Services Manager

Hours: The shift pattern is 8am - 4pm and 9:30am - 5:30pm (35hrs per week). 

Job Purpose:

This role sits within our Front of House team on Reception and will be tasked with running exceptional client facing services relating to our meeting rooms and internal services to staff members to ensure the office always runs smoothly and efficiently.

Role Accountabilities:

Front of House/Reception

• Managing reception and ensuring excellent service is provided to clients and guests.
• Meeting and greeting clients and guests, providing refreshments on arrival and ensuring all needs are met.
• Notifying the appropriate staff member of their guest’s arrival.
• Ensuring all meeting rooms and the reception area looks presentable and attractive.
• Managing meeting room diaries, ensuring everything runs smoothly throughout the day.
• Overseeing meeting room diaries and supporting staff members where needed with scheduling and booking rooms.
• Ordering catering including evening drinks receptions, training sessions, client meetings etc.

Business Support and Administrative Duties 

• Advising Moneypenny (virtual switchboard service) of leavers, new starters, duty person etc).
• Liaising with accounts re invoice enquiries and disputes. Approving and coding invoices.
• Managing supplier relationships
• Ensuring archiving is completed regularly and that annual box review takes place
• Responsible for business card stock for the firm and all other branded stationery
• Assisting Client Services Manager with mobile contract (upgrades, exchanges, liaising with supplier, repairs etc)
• Conducting new starter inductions for the department.
• Overseeing all engineer visits onsite
• Completing monthly credit card statement and overseeing/authorising spend
• Opening post, ordering taxis and other ad-hoc administrative tasks etc.

 Management and Organisational Skills

• Managing the client services coordinator and providing coverage (holiday and sickness).
• Supporting reception during busy periods (assisting with liaising with suppliers, setting up meeting rooms, placing stationery/refreshments orders, booking taxis/couriers).
• Responding to all enquiries (both externally and internally) in a timely, efficient, and effective manner.
• Act as the hub for staff enquiries and requests.
• Seek out opportunities to improve ways of working.
• Creating and regularly reviewing Client Services SLA’s.
• Arranging annual and monthly duty cover rotas (Legal, Intel and Partners).

Miscellaneous

• Acting as fire warden for the office.
• Acting as Health & Safety officer.
• Assisting Client Services Manager with projects.

 Knowledge, Skills and Experience Required:

• Highly organised with advanced trouble shooting and multi-tasking skills.
• Able to manage competing tasks and prioritise appropriately.
• Reliable, flexible and trustworthy with a great work ethic.
• Articulate with strong written and communication skills.
• Well-presented with excellent attention to detail.
• Confident using Microsoft Word and Outlook.
• Ability to treat all internal members of staff as clients.
• 2 – 3 years’ experience in a similar role is essential.
• Experience in supporting/managing junior team members.

Life at Schillings

Given our audacious (and successful) business strategy, it is not surprising that Schillings has a very strong culture. The atmosphere is highly collaborative and focused on excellence. We have worked hard over the years to develop a coaching culture and are remarkably non-hierarchical, especially given our roots as a law firm. Schillings has adopted a set of values to put at the heart of this change and they reflect the intention and tenor of our ambitious plans. They are: ‘Innovative; Bold; United; and Excellent’. Our client list speaks for the outstanding results that have been delivered over many years and the task now is to grow without losing any of the commitment to delivering for clients or the service ethos. Finding people who share our values and can thrive in this environment is key to our success.

It takes a unique mix of people to create something truly great. We appreciate that diversity of thought, background and culture creates the best environment to truly innovate, solve problems and achieve our goals. We welcome candidates from all backgrounds – if you are driven and want to achieve your best then we will give you the platform and support to succeed.

Please let us know if there are any extenuating circumstances we should consider, or any adjustments we may need to make to our selection process, when making your application.

Find our candidate privacy notice here, Candidate Privacy Notice (schillingspartners.com)