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Administrative Support Specialist

2 months ago

Aberdeen, Aberdeen City, United Kingdom Pinsent Masons Full time

About the Role

Pinsent Masons is a leading law firm that values its people and strives to create a collaborative and supportive work environment. We are seeking an experienced and organized Office Assistant to join our team in Aberdeen.

Key Responsibilities

  • Manage the receipt, sorting, and distribution of mail and packages, including Royal Mail, DX, and other deliveries.
  • Book courier services for local, national, and international deliveries.
  • Provide reception cover as required, in agreement with the line manager.
  • Prepare beverages and deliver lunches to rooms at booked times.
  • Liaise with the reception team to ensure rooms are cleared promptly and rearranged to the standard setup.
  • Assist with the setup of IT/AV for meetings.
  • Perform high-volume copying, printing, scanning, collating, and laminating of documents.
  • Bind documents for internal and external issue and for presentations.
  • Ensure all documents are quality checked and returned within agreed customer timescales.
  • Provide first-line fault finding capability on all MFDs.
  • Carry out office inspections, complete forms, and help resolve issues.
  • Assist with the coordination and control of contractors, including completion of authorizations.
  • Report and record accidents and near misses.
  • Participate in business continuity activities and maintain equipment and staff lists.
  • Provide management information as requested by the line manager.
  • Identify opportunities for process improvement.

Requirements

  • Previous experience in an administrative or support role.
  • Excellent organizational and communication skills.
  • Ability to work independently and as part of a team.
  • Basic IT skills, including proficiency in Microsoft Office.
  • Attention to detail and ability to maintain confidentiality.