Office Assistant - Oxford, United Kingdom - Williams Lea

Williams Lea

Verified Company

Oxford, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Office Assistant

Job title:
Office Assistant

Salary:
£32,000 per annum

Location:
Park End Street, Oxford, OX1 1JD

Contract:
Full time, permanent

Hours: 40 hours per week

Shifts:
Monday through Friday from 08:30 - 17:30

Break details: 1-hour lunch

Work Model:
In person

Williams Lea seeks an Office Assistant to join our team
Williams Lea is the leading global provider of skilled business-critical support services to financial, legal and professional services firms.

Sound good so far? Then this is the perfect position for you, and you are just the individual that we are looking for

Purpose of the role:

The Office Assistant role is a wonderfully diverse role working with the Office Manager to deliver an exceptional customer service experience to the clients and internal staff.

The role is based in central Oxford (a 4-minute walk from the station), working 8:30 to 17:30 Monday to Friday from the Office.

The Office Assistant role is a fantastic opportunity to work autonomously - driving the organisation of the office environment under the guidance of the Office Manager, being a part of a wider team based in London supporting them with administration tasks and working directly with the Oxford Office Manager to be their righthand person.

The Office Assistant will provide excellent customer service to the Firm's clients, performing all operations requested by a customer without direct supervision.

This role will cover a number of service areas and will require a high level of multi-skilling.

This includes, but is not limited to, the efficient and prompt answering of client queries, adhering to all Williams Lea policies and procedures, courteous interaction with clients and visitors following the Williams Lea protocols for this service, completing all work within the agreed services levels and assisting with completing general administrative duties as required.

The Office Assistant is accountable for maintaining the established relationship between Williams Lea and our client. You will be able to recognise and translate the client's needs and to translate these into a responsive service.

Whilst the list of tasks in this document is not exhaustive, the Office Assistant role may cover any combination of the tasks set out below.

Key Responsibilities

Reception:

Courteously greet and interact with visitors to the premises
Deal with any other reception or switchboard duties as required
Promptly and efficiently deal with telephone calls
Take and pass on accurate messages as required
Aim to answer all calls within 3 rings (7 seconds)
Manage room and hospitality bookings
Manage and process future bookings for the London office
Support with travel bookings as required
Processing invoices and thirdparty fees
Responsibility for reconciling petty cash at monthend for signoff by Office Manager
Organising, maintaining and improving the office stock and storage space

Hospitality:

Setting up and clearing down meeting rooms
Arranging hospitality and setting it up in the required office space
Organising catering, including team and client lunches where appropriate
Stock control and maintenance of the hospitality facilities including general cleaning and restocking

Facilities:

Assisting with the fire tests, drills and Health & Safety
Supporting with car park allocation
Ensuring only approved individuals access the office space
Any other applicable task as required in line with the level of the role
Archive and document management
Process confidential client paper files for storage via client software as requested by the client, ensuring the system is up to date and accurately recording the location of paper files
Arrange collection or delivery of confidential paper files as requested, ensuring safe transit of file boxes

Reprographics:

Collecting reprographics requests and correctly completing these following instructions accurately
Returning completed jobs to designated individuals
Ensuring that all equipment is fully stocked and operating correctly reporting issues accurately and efficiently to the IT department
Scanning of documents as requested
Mail sorting and distribution of incoming mail via Royal Mail and DX scanning of all incoming documents and correctly using the inhouse document software to correctly allocate scanned post to relevant electronic folders/individuals
Collecting and franking outgoing mail and DX including processing letters for printing and completing envelope fulfilment requirements
Handling of incoming and outgoing deliveries via courier ensuring that all incoming documents are scanned entirely and allocated to the relevant electronic folders
Dealing with incoming hand deliveries from clients ensuring that all incoming documents are scanned entirely and allocated to the relevant electronic folders
Arranging and completing outgoing hand deliveries
Using, organising and maintaining the hard