Workplace Assistant

2 days ago

Birmingham, Birmingham, United Kingdom Pinsent Masons Full time
About the Role

We are seeking a highly organized and detail-oriented Workplace Assistant to join our team at Pinsent Masons. As a key member of our Facilities Department, you will play a crucial role in ensuring the smooth operation of our office services, including digitization, print, and post, as well as supporting the management of health and safety for our people and offices.

Key Responsibilities
  • Assist with the effective delivery of Workplace services, including digitization, print, and post.
  • Support the management of health and safety for our people and offices.
  • Perform high-volume copying, collating, binding, and laminating of legal documents, printing, and coloring legal plans.
  • Batch and bulk attachment printing using specialist software.
  • Scan documents for emailing using internal and proprietary software.
  • Create documents for internal and external issue and for presentations.
  • Ensure all documents are quality-checked and returned within customer-specified time scales.
  • Arrange printing and copying with external providers as required, ensuring documents are returned within customer-specified timescales.
  • Order stationery and stock items and ensure all office service centers and storage areas are well-maintained.
  • Provide 'first-line' fault-finding capability on print/post room machines and all on-floor devices. Liaise with engineers where required and record outcomes.
  • Receive, sort, scan, and dispatch Royal Mail, DX, and courier mail deliveries, as well as timely collections during the day.
  • Detailed sorting, separation, scanning, and distribution, and delivery of legal notices, banking, and other specific company mail.
  • Receive, register, send, and distribute e-faxes as required.
  • Ascertain originators of un-referenced mail by database searches and/or e-mail notifications.
  • Process requests for retrieval, distribution, and collection of deeds and archives, and in a timely manner.
  • Check items sent for storage are labelled accurately and all details checked, ensuring a schedule of deeds is attached when archiving deeds packets and all other items processed at file level.
  • Follow the correct procedure for sending deeds and documentation to both internal and external clients.
  • Assist with security pass creation, changes, and deletion as required.
Requirements
  • Relevant experience of working in a Facilities Department or Workplace Management team within a similar professional services environment.
  • Experienced in a customer service environment and highly customer-focused.
  • Experience of using high-volume reprographics equipment and associated IT software.
  • Excellent IT skills, including all MS Office packages.
What We Offer
  • Carers' leave (up to five paid days' leave towards caring responsibilities).
  • 25 days' annual leave entitlement and the opportunity to purchase or roll over 5 days.
  • Contributory pension of up to 5%.
  • Private healthcare policy.
  • Death in service cover (4 x base salary).
  • Eligibility to apply for an interest-free season ticket loan, an interest-free gym membership loan, and/or an interest-free rental deposit loan.
  • Cycle to work scheme.

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