Facilities & Office Services Clerk

1 month ago


London, United Kingdom Gibson, Dunn & Crutcher LLP Full time

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

Based in London, the Facilities & Office Services Clerk will provide administrative and support to the London Office.

This role reports to the Manager of Facilities and Office Services.

**Responsibilities include**:
**Records**:

- Provide local hard copy records management support.
- File hard copy documents from the London office in physical files, working with the Records and Information Management department to ensure they are indexed correctly. (Records and Information Management department will complete the indexing electronically.)
- Create and manage the storage of physical new matter files as needed.
- Assist with moving boxes and files internally, assist with office moves, packing folders and personal belongings, etc.
- Box up inactive files to send to off-site storage. Work with the Records and Information Management department to determine what boxes are ready to go off-site.
- Assist with the destruction of old files in accordance with the Firm’s Records Retention Policy, working with the Records and Information Management department to determine what can be destroyed.

**Reception**:

- Reception cover at a minimum 2 hours during lunch every working day and during Reception staff absences.
- Answer incoming phone calls and direct as required (via switchboard).
- Welcome visitors and show them to appropriate room. Assist with any requests they may have.
- Make reservations for video/conference rooms and organise/set up video/conference calls when required using Room Scheduler.
- Tidy up visitor rooms after use and ensure they look presentable.

**Facilities & Office Services**:

- Providing ad hoc support as needed as a result of surges in workload or staffing absences.
- Assist Reprographics, Facilities, Catering and local IS team where required on ad-hoc projects.
- Other tasks as assigned by Facilities & Office Services Manager.

**Qualifications**
- Exceptional customer service skills.
- Good attention to detail.
- Good organisational skills.
- Physically able to lift and handle boxes and operate trolley.
- Ability to conduct data entry with accuracy and attention to detail.
- Excellent filing skills.
- Experience working with office phones on switchboard or Reception a plus.
- Ability to use or learn to use software to schedule meetings.

**Experience**:

- University degree preferred
- Experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law._
- Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law._

Schedule:

- Monday to Friday

Ability to commute/relocate:

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

Work Location: In person



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