Multi Services Assistant

Key responsibilities

• Operations
• Managing a structured and efficient workflow for all service areas within your remit
• Ensuring that all service levels agreed with the client as part of the contract service delivery are achieved and continuously improved
• Regularly reviewing services to ensure continuous improvement of their delivery
• Ensuring stationery, facilities and other equipment are properly utilised and maintained
• Participating in cross departmental and site projects or other adhoc requests as assigned by the Team Leader or Admin Support Manager
• Actively participating in all on site health and safety audits and assessments and oversee compliance as required
• Ensuring operations reflect the initiatives set by the firm (sustainability and paper-lite etc.)
• Any other reasonable request made by Williams Lea management or the client
• Playing a flexible role assisting with the first impression, admin support and facilities services for the office
• First Impression
• Courteously greet and interact with visitors to the premises
• Deal with any other reception duties as required
• Manage room and hospitality bookings, including setting up rooms
• Arrange hospitality and liaise with onsite cleaning teams
• Organise and order catering where required
• Stock control and maintenance of the hub area including general cleaning
• Supervising and assisting at events (including evening events as agreed overtime)
• Maintaining general stock management of the onsite coffee machines
• Manage desk and room bookings via Condeco, reporting trends to Team Leader and Admin Support Manager
• Floor Support/Docucentre
• Deliver an exceptional file management service
• Sort, scan, rename and distribute incoming mail
• Maintain equipment to a good working order and troubleshoot problems, place service calls when needed
• Follow all stock and consumable procedures. Replenish copiers with all consumables
• Prioritise jobs and run them to meet customer requirements and deadlines
• Provide photocopying, scanning, and printing as per customer instructions
• Collect and complete any information required for billing or client charge back data
• Understand and comply with Floor Support corporate standards. Constantly seek ways to improve operations and suggest and implement approved ideas
• Bind final form documents
• Extensive computer and data related tasks
• Usage of internal and external portals/systems
• Deal with any enquires in a prompt and efficient manner
• Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements
• Collect and frank outgoing mail – process letters for printing and complete envelope fulfilment requirements
• Handle incoming and outgoing deliveries via courier – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders
• Deal with incoming hand deliveries from clients – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders
• Arrange and complete outgoing hand deliveries
• General
• Collecting and inputting monthly reporting information
• Ensuring all paperwork and tracking sheets are correctly completed and recorded
• Compliance is required at all times with Williams Lea corporate standards
• All other adhoc duties/projects as assigned by the client, Team Leader, or Admin Support Manager
• To be aware of the day-to-day health and safety requirements surrounding working area
• To immediately raise any health and safety concerns to the Workspace and Facilities team and participate in any onsite health and safety audits or assessments
• Any other reasonable request made by the Admin Support Manager/Business Service Manager
• Personal attributes
• Exemplary level of customer focus, with demonstrable experience in staff management in a customer service environment
• Well presented with a professional manner
• Flexible, computer literate and a quick learner
• Confident effective communicator at all levels, both written and oral, with excellent writing and numeracy skills
• Hands on team worker
• High degree of attention to detail, ability to retain high levels of concentration in a busy working environment
• Rewards and Benefits
• We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:
• · 25 days holiday, plus bank holidays(pro-rata for part time roles)
• · Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• · Life Assurance
• · Private Medical Insurance
• · Dental Insurance
• · Health Assessments
• · Cycle-to-work scheme
• · Discounted gym memberships
• · Referral Scheme
• You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!
• Equality and Diversity
• The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.
• If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at [email protected] (we do not accept applications to this email address).
• View our Privacy Notice https://www.williamslea.com/privacy-statement