Facilities / Post & Reprographics Assistant

2 weeks ago

London, Greater London, United Kingdom Squire Patton Boggs Full time

Are you looking to take the first step in your career with a global, corporate organisation? Are you keen to work in a friendly, supportive office environment? If so, then this could be the role for you. We are looking for a Facilities / Post & Reprographics Assistant (known as a Business Operations Assistant internally) to join our Business Operations team in London on a permanent basis.

Our Firm

Squire Patton Boggs is one of the world's strongest integrated law firms, committed to providing insight at the point where law, business and government meet. We deliver commercially focused business solutions by combining our legal, lobbying and political capabilities and invaluable connections on the ground to a diverse mix of clients, from long-established leading corporations to emerging businesses, start-up visionaries and sovereign nations.

More than 1,500 lawyers in 45 offices across 20 countries on five continents provide unrivalled access to expertise. In the UK, we have offices in Birmingham, Manchester, Leeds and London.

The firm is committed to promoting an inclusive and supportive working environment. Embedded by local champions in each of our UK offices, our well-regarded family and carer, wellbeing and DEI programmes provide a variety of flexible working options to support individuals' life journeys, helping our people pursue their personal and professional goals.

Our Team

Our London Business Operations Document Services team currently consists of 3 Business Operations Assistants and a Team Leader, reporting into the Facilities Manager. This forms part of the wider Business Operations team including Facilities.

Our Opportunity

This role will primarily focus on reprographics, post room and archiving work. You will also support the wider Business Operations team in carrying out other general office duties such as reception support, setting up meeting rooms as required, office and desk moves and monthly floor inspections. From time to time there may be changes in service requirements or ad hoc and annual project work to assist with. Remote assistance to other offices will be provided as and when required, ensuring a seamless service for clients.

You will deal with incoming requests from clients via UK Office Services (central request system for Business Operations requirements) within agreed timescales and confirm completion on the IT system. The role will include opening, sorting and distributing post to all members of the firm which will include regular internal deliveries and collections from the various departments and support units and checking any unreferenced mail against the firm's computerised matter records.

You will arrange for items of mail and packages to be sent via various methods, advising the sender on the most cost effective and safe forms of sending the items and ensure the Finance Department receive accurate and timely data on chargeable deliveries. The role will also include sorting outgoing mail into Royal Mail and DX services and preparing bulk DX bags and frank outgoing mail as well as ensuring stationery units on all floors remain stocked in accordance with service levels.

Printing, scanning and photocopying documents is required, as well as binding and finishing documents as requested, using appropriate equipment. You will ensure any work sent out for external completion is collected by external providers and returned on time and produced to a high quality to meet business expectations and manage timelines for internal clients. Assisting with ordering consumables and completing meter readings as well as maintenance of photocopying and associated equipment will be required.

You will manage the processing, delivery and receipt for all incoming/outbound files and deeds to the office, ensuring any urgent requests are delivered in accordance with the contract as well as checking the completeness and accuracy of the data recorded on the file and deed databases, maintaining all records associated with the archive process. As part of the role, you will provide advice and assistance to clients in relation to record searches and retrievals and archive processes, ensuring clear communication and compliance with the process.

Auditing the electronic recording system to ensure deeds are logged in/out and held correctly, taking action to correct any failures is also required. You will perform physical audits of deeds in offices against the records held on the electronic system and maintain records of the audits and actions taken from them as well as completing monthly reports and audit procedures, to ensure the film adheres to the Archiving Operating Procedures. You will also train new starters and give refresher training on the archive procedures and use of the electronic ordering and management systems as well as managing the leaver process for deeds and file reallocation or storage.

This is an onsite role. The team work on a shift pattern between and , Monday to Friday on a rotational basis.

You

Ideally, you will have previous experience of working in a mail, reprographics and archiving role. Experience in a professional office environment is preferred. You will need to be a team player who enjoys collaborating with and supporting other members of the team. You must be able to communicate effectively at all levels and have the ability to listen and interpret instructions.

Taking pride in your work and understanding the need for quality and attention to detail as well as positive attitude and professional manner are important. A client focused 'can-do' approach to tasks, with an ability to use your own initiative to ensure delivery is key. You will need to be flexible and willing to work overtime if required and a reliable team member and excellent timekeeper. Good IT skills, with a working knowledge of Microsoft packages (especially Outlook email) and comfortable learning new systems is required.

What you need to know

If you are interested in finding out more about this role, please visit our website at in the first instance. We are unable to process applications sent directly by email. Please complete an online application. We will be reviewing applications and interviewing on an ongoing basis. No agency CVs accepted at this time.

We are an inclusive employer and aim to ensure our workforce is representative of our diverse society. We welcome applications regardless of sexual orientation, gender identity and expression, age, neuro diversity or disability status, family or parental status, race, religion or ethnicity. We will make reasonable adjustments and adaptions to our recruitment process to ensure it is inclusive for anyone who wishes to apply. We may collect relevant data for monitoring as part of our candidate registration process.

#LI-AH1 #LI-Onsite

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