Main Duties
Coordinate and carryout tasks such as: printing, scanning, binding, collating bundles, document management and general facilities tasks.
Key Relationships
As a key member of the firms service team the role will provide onsite facilities support to London colleagues as well as daily interaction with clients and colleagues across the business, ensuring every need is met.
When carrying out their duties/responsibilities, the Service Team Assistant must ensure that firm’s policies and procedures are followed at all times.
Working under the direct supervision of the Office Manager for the efficient operation of the day-to-day running of the office. This job description is not exhaustive and the post holder may be required to undertake additional duties from time to time to assist with the constant smooth running of the London administration team. Key tasks/responsibilities include, but are not limited to:
Print Room
- Process any photocopying requests ensuring instructions are followed, recorded accordingly and returned within the time frame
- Arrange for copying to be carried out externally if required, ensuring correct paperwork is completed
- Repair minor faults identified on local copiers, install new toners and call out engineers when required
- Bind any documents as and when requested
- Print any/all documents sent via the online platform or to the joint inbox as and when required
- Scan/Save/Email any documents submitted
- Complete stationery requests on a weekly basis, or when required
- Sort and scan all incoming mail and deliver to the relevant person as required
- Process outgoing mail ensuring all deadlines and cut offs are met
- Arrange incoming and outgoing couriers, keeping key stakeholders updated along the way
- Create E-Bibles as and when requested
- Maintain print room machinery (franking machine, binders, copiers) consumables and maintenance
- Undertake any other reasonable duties as required by Line Manager
Facilities
- Under the direction of the Office Manager liaise with outside vendors to coordinate and supervise general building maintenance services promptly regarding to cleaning, heating, ventilation, air conditioning, carpeting, electrical, plumbing and furniture/fixtures
- Book meeting rooms for internal staff and clients, arrange catering and ensuring meeting rooms are always left in a professional manner after use
- Book desks for visiting colleagues and maintain the desk booking system, checking it’s up to date and in line with those in the office
- Meet and greet clients at the main reception, showing them to their meeting rooms
- Under the direction of the Office Manager liaise with building management and cleaning staff to ensure issues with office facilities are resolved in a timely manner
- Oversee the collection of confidential shredding
- Maintain furniture and equipment logs
- Occasionally provide assistance to other Facilities teams
Document Management
- To retrieve documents and files from storage, ensuring systems are updated accordingly and documents are checked out to the correct member of staff
- To regularly organise collections for the returning of documents back to storage
- Submit new storage requests into the system and then organise a collection
- Scan documents and electronic filing
- Follow procedures for document destruction
- Manage enquiries by email, telephone or in person
- Occasionally perform document management tasks for other offices
Health & Safety
- Assist with weekly inspections of the premises; recording any issues; discussing findings with Office Manager and implement corrective action
- Assist with being in contact with our health and safety and ergonomic advisors
- Ensure First Aid supplies are in date and the first aid kit is full
- Maintain the incident report book, reporting any and all incidents and near misses
- Become First Aid trained and a designated first aider for the London office
Administrative tasks
- Assist with typing of file notes, basic letters and documents from time to time
- Provide onsite support to fee earners who require printing and collating of documents
- Assist PA’s with onsite support and general day to day tasks if and when required
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