Office Administrator
1 week ago
We are seeking a highly organized and detail-oriented Office Administrator to join our team at Ampa - Legal & Professional Services. As an Office Administrator, you will play a critical role in ensuring the smooth operation of our office, providing exceptional client experiences, and supporting our business professionals.
Key Responsibilities:- Meet and greet visitors and colleagues, creating a positive first impression
- Manage visitor flow and ensure all necessary requirements are met
- Liaise with the building reception team as needed
- Maintain the presentation of meeting rooms, reception areas, and collaboration spaces
- Assist with office equipment and furniture moves, as required
- Organize and serve catering and refreshments to clients
- Ensure refreshment areas are well-stocked, clean, and tidy
- Perform daily coffee machine maintenance and weekly 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 necessary stationery
- Set up technical equipment for meetings, as required
- Organize IT team support for specific meetings or events
- Answer phone calls within 3 rings, using a hands-free headset
- Manage meeting room and car park bookings, responding within SLA times
- 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, including stocked and tidy kitchens
- Identify and report H&S, cleaning, or maintenance issues
- Assist with event delivery, both internal and external
- Perform copying, printing, and scanning tasks, ensuring accuracy and quality
- Transfer data to and from removable media, cloud solutions, and document management systems
- Send outgoing mail and inter-office mail, ensuring timely collection
- Distribute incoming and inter-office mail, logging and signing for items
- Hand-deliver and collect items as requested, including filing documents at court
- Retrieve and send files to and from offsite storage, performing regular office file audits
- Arrange couriers and special deliveries, recording details for charging and auditing purposes
- Arrange large-volume printing, scanning, and document finishing work, ensuring SLAs are met
- Prepare for new starters and leavers, including lockers, keys, and access
- Ensure office information is up-to-date and accurate
- Assist with supervising external contractors and building management team, as required
- Perform facilities-related activities, including fire warden and first aid duties
- Perform other duties commensurate with the post
- Update notice boards with relevant information
- Assist with new starter induction tours and issuing access control passes
- Perform ad-hoc duties as requested by line manager
- Be flexible and prepared to travel to other locations to cover duties during sickness or holiday
- Experience working in a similar role within professional services
- Flexibility with working hours, essential for meeting business needs
- Excellent IT skills and ability to use Microsoft Office products and other systems
- Ability to work well under pressure, meeting deadlines while remaining calm and professional
- Exceptional organization skills
- Effective communication and relationship-building skills
- Attitude of continuous improvement and flexibility
- Good attention to detail
- Professional presentation and ability to embed company values
- Passion for exceptional client experience
- Willingness to learn and improve knowledge to deliver excellent support
- Ability to use initiative and positive attitude to challenges
- Willingness to support other teams
- Reliability and punctuality
- Competence in problem-solving and discretion
- Team player with a desire to make a difference
We offer a 37-hour working week, with flexible hours between 07:30 and 18:00. Our team is dedicated to providing outstanding client experiences, working collaboratively as one team to deliver market-leading expertise. We value diversity, inclusivity, and flexibility, offering a blended approach to work and a range of benefits. Join us at Ampa - Legal & Professional Services and be part of a dynamic team that makes a difference.
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