Workplace Assistant - London, United Kingdom - Pinsent Masons

Pinsent Masons
Pinsent Masons
Verified Company
London, United Kingdom

4 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

WORKPLACE ASSISTANT

Role Overview
We have a fantastic opportunity for a Workplace Assistant to join our Facilities team. This role will be based in our London office.


In this role you will assist with the effective delivery of the Workplace services, including digitisation, print and post as well as supporting the management of a health and safety of our people and our offices.


Hours of Work:35 hours per week, complete flexibility required - core cover between 08:00 - 22:00 working on a shift rotation as agreed with Workplace Team Leader (with flexibility to work overtime as reasonably required)


Main duties and responsibilities include but are not limited to:

  • High volume copying, collating, binding and laminating of legal documents, printing and colouring legal plans.
  • Producing Ebibles to Firm standards using proprietary software.
  • Batch and bulk attachment printing using Illuminate or Law 5 software.
  • Creating documents for internal and external issue and for presentations.
  • Ensuring all documents are quality checked and returned within customerspecified time scales.
  • Arranging printing and copying with external providers as required ensuring documents are returned within customer specified timescales.
  • Ordering stationery and stock items and ensuring all office service centres and storage is wellmaintained.
  • Providing 'first line' fault finding capability on print/post room and all onfloor devices. Liaison with engineers where required and recording outcomes.
  • Changing of toners for all multifunctional devices and checking paper levels around the office.
  • The daily receivingin, sorting, digital scanning and despatch of Royal Mail, DX and courier mail deliveries as well as timely collection during the day.
  • Support home working requests for print, scanning, mail and courier requirements.
  • Detailed sorting, separation, distribution and delivery of legal notices, banking and other specific company mail.
  • Receipt, registering, sending and distribution of faxes as required.
  • Booking and management of courier services appropriate to requirements.
  • Assisting with security pass creation and access control request management.
  • Production and updating of internal signage.
  • Responding to general requests and tasks (access passes, AC, maintenance, etc.)
  • Providing support with general office administration, including assisting with the processing of invoices, ordering of equipment, where required.
  • Assisting with meeting room changes and general porterage.
  • Assist with maintenance and repairs to office furniture, fittings and services where required.
  • Participation in business resilience activities and upkeep of equipment and staff lists.
  • Help with the setting up and changes to the client and internal meeting rooms.
  • To undertake other duties as reasonably requested by the Workplace Manager or Coordinator.
  • Use of Billback cost recovery system.
  • Use of CAFM system ensuring service, responding to Helpdesk queries ensuring calls are closed out satisfactorily.
  • Assisting with ensuring that all records are kept up to date on CAFM for Auditing and Compliance purposes.

Relevant Experience:

  • Relevant experience of working in a Facilities department or Workplace Management team within a similar professional services environment
  • Experienced in a customer service environment and highly customerfocused
  • Experience of using high volume reprographics equipment and associated IT software
  • Excellent IT skills to include all MS Office packages.
  • Minimum of five yearsexperience of working in an archiving/records management team within a professional services environment
  • Experience of Filetrack or similar automated records management systems
  • Proven track record of managing Deeds, Wills & Trustee's

Our Benefits

  • Join a global, innovative and forward thinking firm;
  • 25 days annual leave entitlement and the opportunity to purchase or roll over 5 days; Pro rota
  • Up to 5 days' carers/parental leave per year;
  • Contributory pension of up to 5%;
  • Private healthcare;
  • Death in service cover (4 x base salary);
  • Cycle to work scheme;
  • Access to training and development to refresh or enhance your current skillset;
  • For any queries or for a copy of the full job description then please contact our inhouse recruiter Sophie Walls Please note we only accept CVs that are logged on the Recruitment portal. _
- #LI-BOSW_
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