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Office Support Assistant

2 months ago

StratforduponAvon, Warwickshire, United Kingdom Ampa - Legal & Professional Services Full time
Job Description

About the Role

We are seeking a highly organized and detail-oriented Office Assistant to join our Business Operations Group. As an Office Assistant, you will play a vital role in ensuring the smooth day-to-day operations of our office, providing exceptional client experiences, and supporting our team members.

Key Responsibilities

  • Meet and greet visitors and colleagues, creating a positive first impression
  • Manage visitor flow, ensuring all requirements are met
  • Liaise with the building reception team as needed
  • Maintain the presentation of meeting rooms, reception areas, and collaboration spaces
  • Assist with moving and organizing office equipment and furniture
  • Organize and serve catering and refreshments to clients
  • Ensure refreshment areas are well-stocked, clean, and tidy
  • Perform daily and weekly tasks to maintain coffee machines and equipment
  • Set up and clear down meeting rooms, including furniture layout changes
  • Ensure meeting rooms and office resource areas are stocked with necessary stationery
  • Set up equipment in meeting rooms, including MS Teams and other technical requirements
  • Organize IT team support 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
  • Liaise with clients about bookings and requirements
  • Report equipment or furniture issues to the relevant team
  • Assist with implementing our environmental policy and maintaining recycling areas
  • Ensure good housekeeping throughout the office, kitchens, and stockrooms
  • Identify and report H&S, cleaning, or maintenance issues
  • Assist with delivering events, 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 and inter-office mail, ensuring items are logged and signed for
  • Hand-deliver and collect items as requested, including filing documents at court
  • Retrieve and send files to and from offsite storage providers
  • Arrange outgoing couriers and special deliveries, recording relevant details
  • Arrange large-volume printing, scanning, and document finishing work
  • 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 team
  • Assist with facilities-related activities, including fire warden and first aid duties
  • Perform other duties commensurate with the role

Requirements

  • Experience in an Admin role or Retail
  • Flexibility with working hours to meet business needs
  • Excellent IT skills and ability to use Microsoft Office products
  • Ability to work well under pressure, remaining calm and professional
  • Exceptional organization skills
  • Effective communication and relationship-building skills
  • Attitude of continuous improvement and flexibility
  • Good attention to detail

About Us

Ampa - Legal & Professional Services is a vibrant and forward-thinking team that values exceptional client experiences. We offer a competitive salary, great benefits, and a culture of trust, empowerment, and autonomy.

Benefits and Agile Working

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 have hubs in various locations. This role will be based in our Stratford-upon-Avon office.