Admin Assistant

4 weeks ago

Guildford, United Kingdom Moore Barlow LLP Full time

**Your Role at Moore Barlow**

This is a fantastic opportunity to join the Facilities Team where you will be involved in a fast-paced environment providing administrative, facilities, front of house and clerical support for both clients and colleagues, to ensure excellent service is delivered.

You will work closely with the Facilities Manager and the rest of the team to support all facilities activities.

The role will be based in Guildford.

**What we look for**

Previous experience working within office administration or Reception is essential and previous experience of working in the legal sector would be advantageous. The role will deal with all manner of Facilities requests and provide support to office functions including: Front of House (covering Reception), Post Room, mail and package delivery, Fire Health and Safety, database management, daily office operations, coordination of budgeting, archiving, maintaining office records, and providing general support and maintenance.

This role will also provide administrative support to Facilities Manager.

Excellent oral and written communication skills are required along with experience of providing exceptional client service, whilst building and maintaining internal and external client relationships.

You will work well under pressure and be IT literate with experience of Microsoft Packages such as Excel, Word and Outlook. Knowledge of Building and Services and Health and Safety legislation would also be beneficial.

You will be a team player and will assist with supporting the Facilities function across Woking and Guildford with some occasional travel to Woking required.

**Responsibilities**

Your responsibilities will include but are not limited to;
Front of House

To cover Reception as and when required to cover lunches/holiday periods.
- Meet & Greet
- Switchboard
- Catering
- Meeting Room Set Up

DX/ Royal Mail
- To maintain and distribute the Post Opening rota on a monthly basis.
- Collect and take DX to/from the collection centre ( Guildford)
- Collect DX from collection centre ( Woking)
- Sort Royal Mail delivery (AM) and oversee evening Royal Mail collection.
- Empty the internal mail box.
- Record all incoming Special, Signed for and Tracked DX parcels in the log book.
- Oversee postal and franking machine supplies

File Retrieval
- On receipt of request, retrieve information from IRM with details of files needed.
- Retrieve files via online ordering system and record movements.
- Distribute files upon receipt the following day.

File Archiving
- Arrange for files to be sent from departments to Woking ( Guildford)
- Collect files to be archived from collection points in Guildford office.
- Check IRM for any discrepancies on file accounts and deal with accordingly.
- Closing files in IRM and carry out archiving procedure.
- Undertake file search requests for fee earners as requested.
- Maintain spreadsheet with record of boxes and archive files

Deeds
- Record items sent for long term storage on IRM and then placed in secure storage.

Facilities and Maintenance / Health & Safety
- Undertake minor property matters e.g. changing light bulbs.
- Assist with layout of meeting rooms for in house seminars/meetings.
- Assist the Facilities Manager in all aspects of project implementation as needed.
- Fire, H&S implementation and support across all the offices
- Coordinate all Facilities activities, work direction, and support systems.
- Train employees and contractors as needed on H&S matters.
- Maintain and update the facilities policies and processes.
- Set up, maintain, and organize department's central files. I.e. H&S
- Assist staff in locating parts, supplies, and materials.
- Organise waste recycling.

Miscellaneous
- Printers - check cartridges and undertake weekly delivery of bulk paper supplies for each printer in the Woking office.
- Undertake ad hoc requests from Partners/fee earners as requested.
- Ad hoc reception duties
- Ad hoc Guildford and Woking mailroom cover / file movement between offices

**Personal Characteristics**

To be successful in this role you must be a good team player, have good attention to detail, and excellent communication and organisation skills.

You will be pro-active, have great interpersonal skills, enjoying interacting at all levels, have good presentational skills and be keen to work for a highly reputable firm in a fantastic role.

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