Office Coordinator

1 day ago

Lewes, East Sussex, United Kingdom Mayo Wynne Baxter Full time
About the Role

We are seeking a highly organized and detail-oriented Office Administrator to join our team at Mayo Wynne Baxter. As an Office Administrator, you will play a vital role in ensuring the smooth operation of our office, providing exceptional support to our clients and colleagues.

Key Responsibilities
  • Meet and greet visitors, creating a positive first impression and ensuring a seamless experience for our clients.
  • Manage visitor flow, ensuring all necessary procedures are followed.
  • Liaise with the building reception team as required.
  • Maintain the presentation of meeting rooms, reception areas, and collaboration spaces throughout the day.
  • Assist with the movement and organization of office equipment and furniture as needed.
  • Organize and serve catering and refreshments to clients in our collaborative spaces and meeting rooms.
  • Ensure refreshment areas are well-stocked, clean, and tidy at all times.
  • Perform daily and weekly maintenance tasks on coffee machines, including stock-ups and deep cleaning.
  • Set up and clear down meeting rooms, including furniture layout changes and equipment setup.
  • Ensure meeting rooms and office resource areas are stocked with the correct stationery.
  • Set up required equipment in meeting rooms, including MS Teams or other technical requirements.
  • Organize IT team support as needed for specific meetings or events.
  • Answer phone calls within 3 rings, wearing a hands-free headset.
  • Manage meeting room and car park bookings within the relevant app, responding within our SLA times.
  • Liaise with clients regarding bookings and requirements.
  • Report any equipment or furniture issues to the relevant teams.
  • Assist with implementing our environmental policy and maintaining recycling areas.
  • Ensure good housekeeping is maintained throughout the office, kitchens are stocked, and tidy.
  • Identify and report any H&S, cleaning, or maintenance issues/hazards.
  • Assist with event delivery, both internal and external.
  • Copy, print, and scan documents as requested, ensuring accuracy and quality.
  • Transfer data to and from removable media, cloud-based solutions, and document management systems.
  • Send outgoing mail and inter-office mail using PPI, DMO, or franking machines.
  • Distribute incoming/inter-office mail and couriered items, logging and signing for them.
  • Hand deliver and collect items as requested, including filing documents at court.
  • Retrieve and send files to and from offsite storage providers, conducting office file audits.
  • Arrange outgoing couriers and special deliveries, recording relevant details for charging and auditing purposes.
  • Arrange large-volume printing, scanning, and document finishing work to be sent to other offices, ensuring SLAs are met.
  • Prepare for new starters and leavers, including lockers, keys, and access.
  • Ensure all information displayed in the office is up-to-date and relevant.
  • Assist with supervising external contractors and building management teams as required.
  • Assist with facilities-related activities, including fire warden and first aid duties.
  • Perform other duties commensurate with the role.
  • Ensure notice boards are updated and relevant.
  • Assist with new starter induction tours and issuing access control passes.
  • Perform ad-hoc duties as requested by the line manager.
  • Be flexible and prepared to travel to other locations to cover duties during sickness or holiday.
Requirements
  • Experience working in a similar role within professional services.
  • Flexibility with working hours is essential to meet business needs.
  • Excellent IT skills and ability to use Microsoft Office products and other systems supporting efficient operations.
  • Ability to work well under pressure, meeting deadlines while remaining calm and professional.
  • Exceptional organizational skills.
  • Effective communication and relationship-building skills at all levels.
  • An attitude of continuous improvement and flexibility to strive for better.
  • Good attention to detail.
About Us

We are Mayo Wynne Baxter, a Top 55 law firm combining creativity, commerciality, and clarity. We work with blue-chip companies, leading organizations, high street brands, and individuals across the country. Our Workplace team provides outstanding client experiences, and we are made up of business professionals working with our legal professionals to deliver market-leading expertise to our clients.

We embrace agile working and offer a blended approach to where and how we work. We value what you do, not where you do it, and we're keen to be flexible. We have offices in various hubs across the country, and we encourage people from all backgrounds to apply to join our team. We seek to engage a diverse workforce, focusing on inclusivity and fair treatment for all. We oppose all forms of discrimination and promote equality of opportunity in everything we do.

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