Receptionist / Senior Receptionist

The Firm

HFW is a sector focused global law firm.  We have over 700 lawyers working across the Americas, Europe, the Middle East and Asia-Pacific.  We take a progressive and innovative approach to our roles in commercial business – thinking creatively and pragmatically to support our clients.

HFW Hong Kong

HFW was one of the first international law firms to open an office in Hong Kong, and we have now been serving clients in the region for over 40 years. We have a team of more than 70 lawyers providing specialist advice on a wide range of contentious and transactional matters, including across HFW's core sectors: aerospace, commodities, construction, energy, insurance and shipping.

Our Hong Kong team works seamlessly with our offices in Shanghai and throughout the Asia region to provide expert advice that combines decades of local insight with our truly global capabilities and experience. Our disputes practice is a market leader for high value, multi-party and multi-jurisdictional litigation and international arbitration – we are one of the most active law firms in the Hong Kong High Court and the HKIAC. Our transactional practice in Hong Kong was recently boosted by the arrival of a top corporate finance team, who handle equity and debt capital markets, M&A, funds, and other complex corporate and commercial matters.

The Role

The position will be primarily serving as the office's receptionist and providing administrative support to the Admin Department, as well as other departments when needed.

Job duties:

• Serve as the primary point of contact for all visitors, ensuring a professional and welcoming environment.
• Answer and manage the main telephone line, including screening and directing calls, handling the main fax line, and monitoring voice messages.
• Oversee the reception area, ensuring all duties and services are performed efficiently and to a high standard.
• Manage conference room bookings, set up meeting facilities (including IT equipment), and serve refreshments to guests.
• Receive and log deliveries, including parcels and hand-delivered documents. Assist with courier requests and correspondences.
• Act as the first point of contact for building services and service providers and assist with invoicing.
• Coordinate car and hotel bookings for internal and external office activities, ensuring all accommodations meet company standards.
• Maintain and update internal contact lists, including staff telephone extensions, floor plans, and general office information on the firm's website.
• Assist with planning and organizing internal and external company events and activities.
• Report to the Office Manager and collaborate closely with the Admin Team.
• Perform additional duties as assigned.
• Regular working hours are from 10:15 AM to 7:00 PM, with occasional flexibility required.

Requirements:

• Diploma or higher education.
• At least 5 to 10 years of experience in a receptionist, secretarial, or administrative support role within a sizeable organization, preferably in a law firm or professional services provider. Candidate with more experience will be considered as Senior Receptionist.
• Highly organized, accurate, and detail oriented.
• Proficient in both spoken and written English and Chinese.
• Skilled in MS Office applications (Word, Excel, Outlook).
• Excellent communication and interpersonal skills.
• Demonstrates sophistication and team spirit.
• Capable of working under pressure and meeting deadlines.

Additional Information

Kindly note that this job description is not contractual.  It will be reviewed periodically and may be amended or altered to meet the needs of the firm.

HFW aims to ensure equality of opportunity, and we are actively working towards improving the diversity of our staff.  All applications will be considered only on merit and the applicant's suitability to meet the requirements of the role.

HFW collects and processes personal data relating to job applicants to manage its recruitment process.  The firm is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.  For information on how the firm will process your data, please see our Privacy Notice on our website (www.hfw.com/Privacy-Notice), in the section "What we collect and how we use it".