We are seeking a professional and personable Receptionist to join the Reed Smith LLP Munich office. As the first point of contact for all visitors, clients, and callers, you will play a key role in upholding the firm's professional image and ensuring the smooth operation of front-desk services. This full-time role encompasses visitor management, switchboard operation, conference room coordination, mail handling and office facility support.
The ideal candidate is organized, service-oriented, and thrives in a fast-paced, international professional services environment. You will report to the Business Manager and collaborate closely with office management and support teams.
Key responsibilities
Front desk & visitor management
Welcome and greet all visitors, clients, and guests in a professional and courteous manner.
Register visitors using the firm's visitor management system, issue visitor badges, and notify relevant contacts of arrivals.
Maintain a tidy and presentable reception area at all times.
Coordinate with building security regarding visitor access and deliveries.
Switchboard & connections
Operate the firm's multi-line telephone switchboard, directing calls promptly and accurately.
Take and relay messages efficiently, ensuring timely follow-up.
Assist with general email and written correspondence as directed.
Conference room management
Manage conference room bookings and resolve scheduling conflicts.
Ensure meeting rooms are prepared and properly equipped (audio/visual technology, stationery, refreshments).
Coordinate catering orders for meetings and events in collaboration with relevant teams.
Mail & deliveries
Receive, sort, and distribute incoming mail, packages, and courier deliveries to the relevant parties
Coordinate outgoing mail and courier dispatches, including international shipments.
Maintain accurate logs of incoming and outgoing deliveries.
Organize all deliveries and collections to the office.
General office support
Provide general administrative support to the Business Manager or other staff members.
Assist with office supply inventory and ordering as needed.
Support internal events, office initiatives, and ad hoc projects as required.
Carry out photocopying and binding
Library maintenance and management of periodicals.
Manage office stationery requirements and maintain a tidy stationary room.
Maintain stock levels of kitchens and other general office supplies.
Ensure the floor plans are up to date in the relevant systems (e.g. Maptician)
Skills and experience
Completed vocational training in hospitality, office management, or a related field (e.g., Hotelfachfrau/-mann, Bürokauffrau/-mann).
Minimum 1-2 years of experience in a reception or front-desk role, ideally in a professional services, hospitality, or corporate environment.
Excellent communication and interpersonal skills with a professional, friendly demeanor and the ability to maintain a high level of customer service.
Fluent in German and English (spoken and written); additional languages are a plus.
Proficient in Microsoft Office(Outlook, Word, Excel) and comfortable with visitor management and room booking systems.
Strong organizational and methodical skills with the ability to multitask, prioritize competing deadlines, and remain calm under pressure.
High degree of discretion, reliability, and a service-oriented mindset.
Ability to perform both independently and as part of a team
Ability to work in a fast-paced environment
Flexibility and willingness to assist colleagues and other teams as required.
Hardworking with attention to detail and a positive “can do” approach to all tasks
Excellent timekeeping
