Office Assistant

2 weeks ago

Horsham, United Kingdom Sandiford Green Ltd Full time

To work for a really friendly and well respected law firm, travelling to their south east sites to cover reception duties - holiday cover. You must be a car driving and really flexible.

**Purpose**:

- To provide reception and office services cover across the firm’s offices (currently in Brighton, Horsham, Crawley, Guildford and London) covering (but not limited to) reception, telephony and office services duties, and limited IT & Accounts support.
- To provide a professional front of house service to the designated office, ensuring that agreed standards of client care are adhered to.
- To provide an effective and efficient office services management service to the designated office, including administrative and basic IT support.
- To ensure that agreed standards of client care are adhered to in all facets of the role.
- To cover Reception/Switchboard/Office Services/Records Management duties as & when required.

**Responsibilities and Duties**:

- Meeting and greeting visitors (including the signing in of contractors).
- Making and providing refreshments for client meetings and visitors. Assisting with the provision of lunches and beverages for client events.
- Setting up meeting rooms for training and meetings, including arranging the furniture, setting up computers/laptops, conference phones, video conferencing and AV equipment.
- Ensuring team colleagues are kept up to date via clear notes in appointments and/or other communications.
- Assisting guests with wireless connection etc when needed.
- Booking meeting rooms/hot desks and maintaining reception diary.
- Booking and logging couriers and taxis.
- Assisting with inductions/health and safety tours. Being office fire monitor. Being a first aider (training provided if necessary).
- Assisting with in-house events including liaising with event organiser / restaurant, booking food, dealing with menus & dietary needs and event responsibilities
- Positively contributing to an effective client focused team and a continually improving service
- Dedicated switchboard role when rostered.
- Collecting, sorting, scanning and distributing incoming and outgoing post (Royal Mail, DX, couriers). Arranging couriers.
- To carry out post runs.
- To carry out various manual handling duties e.g. files, boxes, furniture & ad hoc items.
- Undertaking photocopying for all fee-earning groups as and when required. This will also include faxing, binding, scanning, printing and sorting documents.
- Maintaining and up keeping the meeting rooms, kitchen and hot desks with the appropriate stationery/supplies, including keeping the areas clean and tidy - this will also include the need to regularly clean common touch points in the offices and other areas as required
- Ordering of supplies and stationery from relevant companies (if required).
- Work with the IT support persons as required. Assist Accounts as and when required.
- Assisting with Health & Safety matters to ensure we meet our H&S requirements, policies & procedures. Supporting with DSE assessments across the offices.
- To assist in the monitoring & policing of the standards of cleaning of the premises taking corrective / proactive action as appropriate.
- To assist with the building checks identifying maintenance issues in conjunction with the Office Manager.
- To undertake such duties that are consistent with the job description as assigned by the Office Manager, Office Operations Manager or Head of Office Operations

**Other information**

**Knowledge, Skills and Experience Required**:

- Previous reception experience preferred
- Experience in an office services and facilities role preferred
- Excellent telephone manner
- Effective communication skills both over the phone and in person
- Flexible in approach to work, and hours worked required
- Competent in using Microsoft Office including Word, Excel and Outlook
- Able to solve problems, considering the needs of the business
- Effective team working skills
- Accuracy and attention to detail
- Comfortable with IT - setting up laptops & smartphones, WiFi access, AV equipment etc. (or willingness to be trained)
- Ability & willingness to travel to all offices meeting the required start & finish times

Contract length: 6 months

**Salary**: £22,000.00-£24,000.00 per year

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Horsham: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative experience: 1 year (required)

**Language**:

- English (required)

Licence/Certification:

- Driving Licence (required)

Work Location: In person

Reference ID: JHG D

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