Job Description

Job Category: Business Operations
:
Job Title: Client Services Assistant
Location: Dubai
About the Business:
Here at Pinsent Masons we bring together the best people to get the job done. We're naturally curious, constantly learning, listening, and growing. We'll truly value your ideas. You'll be joining an award-winning, hardworking and commercially minded team, where you'll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You'll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.
Purpose of the role:
The Client Services Assistant plays a key role in delivering a seamless, professional and welcoming experience for clients, visitors and colleagues within the office. This highly visible, hands-on role combines front-of-house hospitality with back-of-house workplace and facilities support, ensuring meeting rooms, client areas and office services operate efficiently and to a consistently high standard. Working closely with the Workplace team, the role supports day-to-day office operations, facilities, health and safety and supplier coordination, while maintaining a client-focused, discreet and service-oriented approach at all times.
Main duties and responsibilities
Clients, Visitors and Staffs services

• Greet clients, visitors, and staff in a professional manner.
• Direct visitors and clients to the appropriate room and coordinate their arrival with hosts.
• Serve refreshments as required for meetings.
• Assist visitors with tasks such as printing and scanning.
• Management and control of security access cards.
• Management of workstation and hot desks for visiting lawyers and new joiners.
• Coordination of taxi and car bookings for clients and staff as required.
• Collect packages and deliveries promptly from Reception.
• Arrange courier deliveries and maintain appropriate records.
• Monitor housekeeping standards and ensure client areas are tidy and presentable.
• Coordinate photoshoots and manage raw and final photos for uploading.
• Prepare starter packs for new joiners.
• Arrange business cards as required.
• Assist/coordinate with BD team for organizing events

Meeting Room Booking and Management

• Coordinate all meeting room bookings using Eptura Engage.
• Inspect meeting rooms daily at 08:00 and 18:00 against the agreed checklist.
• Ensure rooms are cleared, food removed, and equipment are switched off at the end of each day.
• Confirm all booking changes by email; handle last-minute changes verbally.
• Enter catering and equipment details into the booking system.
• Provide IT assistance for internal events, presentations, and ad hoc technical needs.
• Reconfigure meeting rooms as required and restore them after meetings.
• Ensure cabling is tidy and floor box lids are closed.
• Order catering supplies and maintain stock levels.

Switchboard

• Promptly answer telephone calls and redirect as appropriate, recording and relaying accurate messages as required
• Answer all calls, both internal and external, and direct them to the appropriate person. All calls should be answered within 3 rings where possible.
• Check switchboard voicemail for messages and pass to their intended recipient or arrange callback.
• Ensure calls are redirected appropriately as required

Post, Courier, Stationery

• Deliver and dispatch mail, courier items, and incoming packages.
• Visit the post office weekly for registered and regular mail collections.
• Prepare and pack boxes for archiving, shred confidential documents.
• Manage collection and delivery of mails including post office runs.
• Maintain logs for incoming courier, post and documents.
• Manual handling tasks as required.
• Manage stationery inventory and order supplies when needed.
• Print, copy, bind, and scan documents accurately.
• Replace toner and perform first-line maintenance on reprographics equipment.
• Report issues to suppliers for maintenance and repair.
• Load dirty dishes into the dishwasher and clear kitchen areas.
• Assist in setting up for internal events.
• Procure kitchen and office supplies.
• Conduct daily floor walks to check common areas and report any safety and maintenance issues
• Coordinate with contractors for painting, fixtures, and furniture maintenance.
• Adjust AC temperatures when required and liaise with contractors for issues.
• Liaison with vendors and suppliers
• Management of invoices
• Procurement of goods and services
• Management of emergency grab bag and first aid kits
• Ensure safe and healthy office environment
• Take part in fire drills, emergency procedures and trainings
• Conducting risk assessments when necessary
• Be conversant with the firms Health & Safety, Evacuation and Business Continuity Plan policies.
• Any other reasonable request for tasks to meet business requirements
• Adhere to all firm wide policies and procedures.

Post, Courier, Stationery

• Deliver and dispatch mail, courier items, and incoming packages.
• Visit the post office weekly for registered and regular mail collections.
• Prepare and pack boxes for archiving, shred confidential documents.
• Manage collection and delivery of mails including post office runs.
• Maintain logs for incoming courier, post and documents.
• Manual handling tasks as required.
• Manage stationery inventory and order supplies when needed.
• Print, copy, bind, and scan documents accurately.
• Replace toner and perform first-line maintenance on reprographics equipment.
• Report issues to suppliers for maintenance and repair.
• Load dirty dishes into the dishwasher and clear kitchen areas.
• Assist in setting up for internal events.
• Procure kitchen and office supplies.

Kitchen (Staffs and client pantry)

• Load dirty dishes into the dishwasher and clear kitchen areas.
• Assist in setting up for internal events.
• Procure kitchen and office supplies.

Office Maintenance

• Conduct daily floor walks to check common areas and report any safety and maintenance issues
• Coordinate with contractors for painting, fixtures, and furniture maintenance.
• Adjust AC temperatures when required and liaise with contractors for issues.

Vendor Management

• Liaison with vendors and suppliers
• Management of invoices
• Procurement of goods and services

Heath and Safety

• Management of emergency grab bag and first aid kits
• Ensure safe and healthy office environment
• Take part in fire drills, emergency procedures and trainings
• Conducting risk assessments when necessary
• Be conversant with the firms Health & Safety, Evacuation and Business Continuity Plan policies.

General

• Any other reasonable request for tasks to meet business requirements
• Adhere to all firm wide policies and procedures.

Candidate Overview:
We are looking for candidates who ideally hold the following skills and experience:
Relevant Experience

• Relevant experience of working in a facilities department within a similar professional services environment
• Experienced in a customer service and collaborative environment; highly customer-focused
• Experience working in a similar customer service role would be desirable.

Key Skills

• Good communication skills
• Good level of English language is essential.
• Capable of establishing immediate rapport.
• Ability to handle conflicting demands and/or challenging pressures for resources.
• Capable of working autonomously but also operating within a team environment.
• Proven organisational skills.
• Computer literate.
• Commitment to delivering a high level of customer service.

What happens next?
Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email.
We typically hold two interview stages per vacancy providing the opportunity to meet two members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.
Our strength lies in our differences.
We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It's with different perspectives that we'll find solutions to our clients' most complex challenges. It's how we'll deliver outstanding results today, and tomorrow. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents.

Skills Required