Office Coordinator, Guildford

4 weeks ago

Guildford, Surrey, United Kingdom Clyde & Co Full time

Key Responsibilities

Client Relationship Management

  • Collaborate with Practice Assistants (PA) to facilitate support for Client & Marketing in organizing tender meetings, directory interviews, and client training sessions.
  • Work alongside Practice Assistants to enter, maintain, and update Interaction, including adding new prospects, clients, contacts, activities, and business development data.
  • Ensure a thorough understanding of client-specific protocols and processes, integrating them into current practices.

Administrative Duties

  • Manage file organization - regularly update and maintain all files, ensuring documents are correctly filed and named according to the established business-wide naming conventions and folder structures (both digital and physical).
  • Oversee file initiation and closure - set up matters on the appropriate document/case management system, and carry out all file closing and archiving procedures while ensuring compliance.
  • Assist Practice Assistants in organizing internal and external events, seminars, and conferences, including managing delegate registrations, travel bookings, printing and distributing materials, and arranging promotional items.
  • Responsible for procuring promotional items and monitoring inventory levels.
  • Handle room and taxi reservations as requested, coordinating hand deliveries and courier services, along with other miscellaneous tasks.
  • Facilitate printing, copying, and scanning of documents, collaborating with document solutions for high-volume tasks as necessary.

Communication Skills

  • Coordinate with team members regarding workload to ensure deadlines are consistently achieved.
  • Manage internal calls for other team members.
  • Follow guidance from your Hub Leader, Practice Assistants, and Legal Support Assistants.

Financial Responsibilities

  • Provide assistance with billing as needed.
  • Support with expense management as required.

Processing Tasks

  • Prioritize and manage workload effectively to meet deadlines, communicating with Hub Leader/Legal Support Managers when challenges arise.
  • Create and upload information to client data rooms as directed by fee earners, Practice Assistants, and Legal Support Assistants.
  • Prepare court bundles, ensuring the master bundle is accurately assembled in accordance with fee earner instructions and court regulations, and coordinating with the central copy team for printing and delivery.
  • Verify the accuracy of client and internal data.
  • Ensure adherence to firm-wide and departmental policies and procedures.

Customer Service Orientation

  • Participate in team meetings.
  • Communicate with fee earners, Hub Leaders, and Legal Support Managers to receive instructions and discuss work requirements.
  • Provide timely updates to service users on progress when appropriate.
  • Offer assistance proactively whenever possible.

Essential Skills & Experience

  • Strong communication skills with the ability to engage with internal and external clients professionally, consistently striving for exceptional service.
  • Excellent organizational skills with the capability to manage time effectively in a dynamic environment.
  • Detail-oriented and conscientious, taking personal responsibility for work quality and delivery.
  • Positive attitude with adaptability to change.
  • Customer-focused with a proactive and flexible work approach.
  • Eager to develop skills over time, demonstrating a willingness to learn.
  • A collaborative team player, committed to achieving team goals and delivering high-quality service.

Technical Proficiencies

  • Relevant experience in office administration.
  • Familiarity with administration management processes and experience with document/case management systems.
  • Intermediate proficiency in Microsoft Office applications.

About Clyde & Co

Clyde & Co is a prominent global law firm specializing in sectors that are vital to international trade and commercial activities, including insurance, transport, construction, energy, trade, and commodities. The firm operates globally, providing a comprehensive range of contentious and non-contentious legal services and commercially-minded legal advice to businesses worldwide. Clyde & Co is dedicated to responsible operations, focusing on fostering a diverse and inclusive workforce that mirrors the diversity of its communities and clients. The firm actively engages in pro bono work, volunteering, and charitable partnerships while striving to minimize its environmental impact. With 480 partners, 2400 lawyers, and a total of 5000 employees across over 60 offices globally, Clyde & Co is committed to excellence.

Our Core Values

Our values guide our decisions, unite us in our efforts, and enhance our service delivery for clients and the firm. We:

  • Collaborate as one - We are a globally connected team dedicated to achieving success with a firm-first mentality.
  • Strive for excellence with clients - We aim high and challenge ourselves to deliver exceptional service, keeping clients at the center of our efforts.
  • Embrace diversity - We support each other to excel, believing that our differences lead to greater achievements.
  • Act decisively - We seek new opportunities, take action, and learn continuously, recognizing that curiosity fuels our growth.

Commitment to Development

Clyde & Co is devoted to providing extensive personal and professional development opportunities for our employees, enabling them to excel in their current roles while pursuing their career aspirations. Our competencies inform all aspects of career development, varying across levels and business areas, and encompass:

  • Technical Excellence
  • People and Team Collaboration
  • Client/Stakeholder Relationships
  • Service Delivery and Commercial Awareness
  • Personal Effectiveness

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