Office Support Specialist

2 days ago

Lincolnshire, United Kingdom Ampa - Legal & Professional Services Full time
Job Title: Office Administrator

We are seeking a highly organized and enthusiastic Office Administrator to join our team in Lincoln. As an Office Administrator, you will be responsible for providing 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 an exceptional first impression
  • Follow the visitor management process and ensure we meet all the requirements necessary
  • Liaise with the building reception team as and where relevant
  • Ensure the meeting rooms, the reception area, and collaboration spaces are presentable throughout the day/evening
  • Assist with the moving and organization of office equipment and meeting room furniture as and when 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, i.e., MS Teams or other technical requirements
  • Organize IT team support if required for a specific meeting/event
  • Wear a hands-free headset and answer phone calls within 3 rings
  • Responsible for managing the 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/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 in place
  • Proactively ensure good housekeeping is adhered to throughout the office, kitchens stocked and tidy
  • Identify any H&S, cleaning, or any 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, and correct finishing options are applied, including editing and enhancing of documents where required
  • 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 deliveries and collections as per requests to and from local sites, including filing documents at court
Requirements:
  • Experience of working in a similar role (Admin/Office work)
  • Flexibility with working hours is essential in order to meet the needs of the business
  • Excellent IT skills and ability to use Microsoft Office products and other systems which support efficient operations of the team
  • Ability to work well under pressure to meet deadlines, while 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 an ability to flex and pivot in order to always strive for better
  • Good attention to detail
Competencies:
  • Professional presentation of self, and the ability to embed the values of our brand in all that you do
  • Passionate about exceptional client experience
  • A willingness to learn and improve your own knowledge in order to deliver the best support for our clients
  • Good at using your own initiative and a 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
About Us:

We are a vibrant, forward-thinking team that values trust, empowerment, and autonomy over our work. We offer a competitive salary with great benefits, including private medical, 27 days holiday plus bank holidays, and a bonus day off for your birthday.

We are committed to equal opportunities and seek to attract, develop, and retain talented people from a diverse range of backgrounds and cultures.

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