Central Services Office Co-ordinator

6 months ago

Taunton, United Kingdom Milsted Langdon Full time

**Key Purpose**

To provide a professional level of service to clients, visitors, and employees of the firm; proactively searching for opportunities to add value. You will be a key member of the team helping to oversee and plan staffing and resources to ensure the smooth running of your local office and help maintain high standards of support and client experience.

You will assist with the co-ordination and supervision of Taunton property management and landlord health and safety compliance tasks. You will liaise with tenants, both Milsted Langdon and third parties, to ensure that the landlord’s obligations are complied with and help ensure a safe, compliant, and hygienic premises for employees and visitors to the workplace.

You will also utilise and further develop your skills to assist with your less experienced colleagues to harness a culture where the team continually thrive.

To be an ambassador of the firm’s values.

**Key Objectives**
- Front of house reception support including meet and greet of visitors.
- Telephone switchboard; answering, transferring, and taking messages.
- Catering duties including ordering, set up and clearance of refreshments and meeting lunches.
- Secretarial duties including drafting and editing letters and reports, top copying documents and assisting with mail merges.
- Database tasks including client and contact setup, portfolio changes and data changes.
- Logging cheques received and ensuring banking is carried out on a timely basis.
- Supervise and provide cover for post room duties.
- Carry out audio typing tasks sent to the firmwide dictation pool.
- Electronic diary management and support for booking internal and external meetings.
- Property management co-ordination, including scheduling maintenance, obtaining quotations from suppliers, assisting with health and safety compliance tasks, and liaising with contractors and tenants.
- Providing support to the Central Services Property Administrator.
- Liaising with the property management emergency team and co-ordination of emergency work.
- Providing input into property management budget and spending requirements.
- Assist with booking and onsite supervision of maintenance and building contractors.
- Supervision, training, and scheduling of work for junior team members.
- Arrange meeting room bookings and ensure that meeting room resources and cleanliness are always maintained.
- Assist the Marketing team with local office and firm wide events.
- Maintain local office petty cash float and records. Provide monthly reconciliations and records to the Finance team.
- Ordering and approval of office sundries.
- Firmwide co-ordination of Central Services tasks.
- Scheduling of training, events, and meetings.
- Liaising with office cleaners and ordering cleaning supplies.
- Assist with arranging archiving, scanning, and retrieving client files.
- Assist with routine health & safety tasks e.g., temperature checks, fridge temperatures, local risk assessments.
- General administrative duties to assist with the smooth running of the office.
- Take an active role in team meetings and discussions.
- Complete ownership of your own time and work with effective reporting and communication with your managers.
- Consistently demonstrating going the extra mile within your role.
- Support and develop junior members of the team.
- Assist with other administrative duties as required by the firm.

**Key Skills and Competencies**
- Good personal motivation, organisational skills, and the ability to manage your own workload.
- Flexibility and approachability under pressure.
- You must be proactive, tenacious, and always show initiative.
- Good attention to detail and a high degree of accuracy.
- The ability to communicate confidently, clearly, and effectively at all levels including ensuring the partner is aware of any client issues.
- The ability to work closely with other members of the team and management team.
- A learning mind-set with the ability to receive feedback to implement corrective advice ensuring achievement of key objectives and service delivery to clients.
- A high level of professionalism to deliver client service excellence.
- The ability to build excellent relationships with all colleagues through role model behaviour in line with the Firm’s culture and strategic objectives.
- The ability to multitask and meet deadlines when required.
- Effective delegation and time management.
- To understand when it is necessary to escalate either technical or client experience issues to the partner.

**Key Knowledge, Skills & Behaviours**
- Planning and organisation.
- Self-motivation.
- Flexibility and adaptability.
- Excellent client service.
- Familiarity with the Milsted Langdon IT systems.
- Familiarity and an understanding of the relevant statutory compliance issues affecting the Firm including, GDPR, Money Laundering and the Health and Safety at Work Act.
- Professional, personable, presentable, and punctual.
- Organised, a

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