Office Coordinator
Skills
About This Role
Reception & Front-of-House
- Answer incoming calls professionally, relay messages promptly, and manage all reception enquiries.
- Welcome clients courteously, issue visitor passes, offer refreshments, and notify the relevant Partner; ensure client priority over other visitors.
- Maintain a tidy and professional reception and waiting area, ensuring materials (e.g., newspapers) are present and up to date.
- Manage meeting room bookings in Eptura, ensuring correct setup, equipment, hospitality, and AV/IT requirements.
- Coordinate video conference bookings, ensuring systems are activated and functioning.
- Receive, dispatch, and track courier items; support courier-related queries and manage inbound/outbound postal processes.
- Sort and log incoming mail and ensure timely distribution
Office Administration
- Coordinate travel and accommodation bookings with approved travel agents, including visa support.
- Maintain up-to-date records of staff travel information (e.g., passport and ID details, exit visas).
- Support document handling (scanning, printing, photocopying), and prepare document folders, indexing, and labelling.
- Handle original documents in line with records management procedures, ensuring accurate tracking and full audit trails.
Workplace & Facilities Coordination
- Act as an ambassador for Workplace & Facilities Services, supporting delivery of high-quality client, hospitality, postal, and file management services.
- Monitor and maintain reception, meeting rooms, and communal areas to ensure consistently high standards.
- Ensure the safety and security of staff and visitors, including issuing access passes and supporting first aid and incident reporting procedures.
- Manage stock levels (stationery, refreshments, catering) and oversee inventory.
- Support the management of facilities service contracts, acting as a liaison between service users, contractors, and building management.
- Log and track Helpdesk jobs, proactively following up until resolution and updating end users.
- Conduct regular and ad-hoc floor walks in line with H&S policies, addressing housekeeping, signage, temperature, and safety concerns; agree and manage follow-up actions with the MEA WPS Operations Manager.
- Maintain H&S compliance records, including Fire Marshal/First Aider lists, first aid kits, defibrillators, and related safety boards.
- Schedule and coordinate DSE assessments, Fire Risk Assessments, and H&S inspections.
- Ensure adherence to Clyde & Co H&S policies across all in-house and contractor activities.
- Manage and maintain facilities-related records and management information.
- Manage relationships with contractors, vendors, and service providers, ensuring high-quality service delivery.
- Respond promptly to facilities-related issues and emergencies.
- Support space planning activities, office moves, and maintain up-to-date office seating/desk lists.
Communication
- Communicate regularly with Workplace Services Managers and colleagues across all levels to ensure effective service delivery and alignment with business needs.
Essential Skills & Experience
- Strong communication skills, both verbal and written, with the ability to build and maintain constructive, professional relationships with clients, colleagues, and stakeholders at all
- levels.
- Exceptional client service mindset, with proven experience supporting high-level,
- client-facing tasks and delivering service to a consistently high standard.
- Advanced knowledge of document management and case management systems, with
- strong technical proficiency across Microsoft Office Suite and other digital tools.
- Highly organised and methodical, demonstrating excellent attention to detail and accuracy
- in all outputs, especially client communications and deliverables.
- Strong prioritisation and time-management skills, with the ability to manage competing
- deadlines, work effectively under pressure, and adapt to changing demands.
- Confident working independently, taking personal ownership for quality, delivery, and
- seeing tasks through to completion.
- Collaborative team player, contributing to shared goals, supporting colleagues when
- needed, and promoting a positive, cooperative working environment.
- Proactive problem-solver, able to investigate issues, identify solutions, and follow through
- to resolution.
- Discreet, confidential, and professional, with sound judgment when handling sensitive
- information.
- Positive “can-do” attitude, demonstrating flexibility, resilience, and a willingness to take
- on new responsibilities and challenges.
- Competent understanding of Health & Safety processes and procedures, with the ability
- to support compliance activities and maintain accurate records.
- Experience working with contractors, vendors, or outsourced service providers, coordinating effectively to support workplace operations a plus.
- Demonstrates continuous improvement mindset, suggesting enhancements to processes
- and proactively developing personal knowledge and skills.
Candidate Profile
- Good standard of education; a health and safety qualification is desirable.
- Previous law firm experience is advantageous.
- Strong verbal and written communication skills, with the ability to build effective professional relationships.
- Confident and professional when communicating with clients at all levels, exercising appropriate discretion at all times.
- Excellent attention to detail and a high level of accuracy.
- Strong organisational skills, with the ability to manage competing priorities and meet tight deadlines.
- Proficient in Microsoft Office applications.
- Able to work effectively both independently and as part of a team, carrying out all duties with the highest level of confidentiality.
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