Office Operations Assistant

2 months ago

Sheffield, Sheffield, United Kingdom Shakespeare Martineau Full time
About the Role

We are seeking a highly organized and enthusiastic individual to join our team as a Workplace Support Specialist. This role will provide exceptional client experiences and support for all our clients, both external and internal.

Key Responsibilities
  • Meet and greet visitors and colleagues into the client space, creating a positive first impression
  • Follow the visitor management process and ensure all requirements are met
  • Liaise with the building reception team as needed
  • Ensure the meeting rooms, reception area, and collaboration spaces are presentable throughout the day and evening
  • Assist with the moving and organization of office equipment and meeting room furniture as required
  • Organize and serve catering and refreshments to clients in our collaborative spaces and meeting rooms
  • Ensure the refreshment areas in the client and collaborative space are kept well stocked, clean, and tidy at all times
  • Follow procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning
  • Set up and clear down meeting rooms, including furniture layout changes and any additional equipment required
  • Ensure meeting rooms and office resource areas are stocked up with the correct stationery
  • Set up the required equipment in the meeting rooms, including MS Teams or other technical requirements
  • Organize IT team support if required for a specific meeting or event
  • Wear a hands-free headset and answer phone calls within 3 rings
  • Manage meeting room and car park bookings within the relevant app, responding within our SLA times
  • Liaise with clients either in person or on the phone about their bookings and requirements
  • Report to the relevant team(s) any equipment or furniture that requires fixing or replacing
  • Assist with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labeling is in place
  • Proactively ensure good housekeeping is adhered to throughout the office, kitchens are stocked and tidy
  • Identify any H&S, cleaning, or general maintenance issues/hazards and report promptly
  • Assist with the delivery of events both internal and external
  • Copy, print, and scan documents as requested, ensuring pages are clear, legible, and accurate
  • Transfer data to and from removable media, cloud-based solutions, document, and case management systems
  • Send outgoing mail and inter-office mail using PPI, DMO, or franking machine, ensuring outgoing mail is ready for collection at the agreed times
  • Distribute incoming/inter-office mail and couriered items, ensuring items are logged in and signed for
  • Hand deliver and collect items as per requests to and from local sites, including filing documents at court
  • Retrieve and send files to and from the offsite storage provider and carry out office file audits at regular intervals
  • Arrange outgoing couriers and special deliveries as required, ensuring relevant details are recorded for charging and auditing purposes
  • Arrange for large volume printing, scanning, and document finishing work to be sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progress
  • Prepare for new starters and leavers with lockers, keys, and access as required
  • Ensure all information displayed in the office is appropriate and up to date at all times
  • Assist with supervision of any external contractors and building management team as required
  • Assist with any facilities-related activities as required, including fire warden and first aid duties
  • Perform any other duties commensurate with the post
  • Ensure all information displayed on the notice boards in the office is updated and relevant
  • Assist with new starter induction tours, issuing access control passes
  • Perform ad hoc duties as required and as requested by line manager
  • Be flexible and prepared to travel to other locations to help cover duties during sickness or holiday
Requirements
  • Experience of working in a similar role within professional services
  • Flexibility with working hours is essential to meet the needs of the business
  • Excellent IT skills and ability to use Microsoft Office products and other systems that support efficient operations of the team
  • Ability to work well under pressure to meet deadlines, remaining calm and professional
  • Exceptional organization skills
  • Effective communicator with the ability to build and maintain relationships at all levels
  • An attitude of 'continuous improvement' and ability to flex and pivot to always strive for better
  • Good attention to detail
Competencies
  • Professional presentation of self and ability to embed the values of our brand in all that you do
  • Passionate about exceptional client experience
  • Willingness to learn and improve your own knowledge to deliver the best support for our clients
  • Good at using your own initiative and positive attitude to challenges
  • Willingness to support other teams whenever necessary
  • Reliable and punctual
  • Competent at problem-solving quietly and discreetly
  • Be a team player and want to make a difference

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