Office Support Assistant - Solihull, United Kingdom - Shakespeare Martineau

Shakespeare Martineau

Verified Company

Solihull, United Kingdom

4 weeks ago

Posted by:

Tom O´Connor

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Description

Office Support Assistant:

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Company:
Shakespeare Martineau
Closing date:
25/02/2024 Term:
Permanent
Working hours:
Fulltime
Team:

Client Services & Facilities

Location:

Solihull

The opportunity
Your key duties will be:
Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impression
Following the visitor management process and ensuring we meet all the requirements necessary
Liaising with the building reception team as and where relevant
Ensure the meeting rooms, the reception area and collaboration spaces are presentable throughout the day/evening
Assist with the moving and organisation of office equipment and meeting room furniture as and when required
Organising and serving catering and refreshments to clients in our collaborative spaces and meeting rooms
Ensuring the refreshment areas in the client and collaborative space is kept well stocked, clean and tidy at all times
Follow procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning. Setting up and clearing down meeting rooms, including furniture layout changes and any additional equipment required
Ensure meeting rooms and office resource areas are stocked up with the correct stationary
Setting up the required equipment in the meeting rooms i.e., MS Teams or other technical requirements
Organise IT team support if required for a specific meeting/event
Wearing a handsfree headset, and answering 'phone calls within 3 rings
Responsible for managing the meeting room and car park bookings within the relevant app, responding within our SLA times
Liaising with clients either in person on the 'phone about their bookings and requirements
Reporting to the relevant team(s) any equipment/furniture that requires fixing or replacing
Assist with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labelling in place
Proactively ensure good housekeeping is adhered to throughout the office, kitchens stocked and tidy
Identify any H&S, cleaning or any general maintenance issues/hazards and report promptly
Assisting with the delivery of events both internal and external
Copying, printing and scanning documents as requested. Ensuring pages are clear legible and accurate and correct finishing options are applied including editing and enhancing of documents where required
Transferring of data to and from removable media, cloud based solutions, document and case management systems
Sending outgoing mail and interoffice mail using PPI, DMO or franking machine ensuring outgoing mail is ready for collection at the agreed times
Distribution of incoming/inter office mail and couriered items, ensuring items are logged in and signed for
Hand deliveries and collections as per requests to and from local sites including filing documents at court
Retrieving and sending files to and from the offsite storage provider and carrying out office file audits at regular intervals
Arrange outgoing couriers and special deliveries etc. by request, ensuring relevant details are recorded for charging and auditing purposes
Arrange for large volume printing, scanning and document finishing work to be sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progress
Prepare for new starters and leavers with lockers, keys and access as required
Ensure all information displayed in the office are appropriate and up to date at all times
Assist with supervision of any external contractors and building management team as required
Assist with any facilities related activities as required including fire warden and first aid duties
Any other duties commensurate with the post
Ensure all information displayed on the notice boards in the office are updated and relevant
Assist with new starter induction tours, issuing access control passes
Ad hoc duties as required and as requested by line manager
Flexible, and prepared to travel to other locations to help cover duties during sickness or holiday

Skills and experience you will have:

Experience of working in a similar role within professional services
Flexibility with working hours is essential in order to meet the needs of the business
Excellent IT skills and ability to use Microsoft Office products and other systems which support efficient operations of the team
Ability to work well under pressure to meet deadlines, whist remaining calm and professional
Exceptional organisation skills
Effective communicator with the ability to build and maintain relationships at all levels
An attitude of 'continuous improvement' and an ability to flex and pivot in order to always strive for better
Good attention to detail

Key competencies you will need: