Office Support Specialist

7 days ago

Chelmsford, Essex, United Kingdom Kennedys Law Full time

Job Summary

Kennedys Law is seeking a highly skilled and experienced Facilities Coordinator to join our team in Chelmsford. The successful candidate will be responsible for providing exceptional support services to our office, ensuring a seamless and efficient work environment.

Key Responsibilities

  • Internal Support
    • Build and maintain strong relationships with onsite stakeholders and teams
    • Forge positive and open relations with wider team members and business services teams
  • External Liaison
    • Build and maintain strong relationships with third-party service providers and subject matter experts across the industry
  • Office Management
    • Be the key point of contact for the office, and internal queries
    • Reporting any major issues or concerns to the Senior Facilities Coordinator
    • Ensuring all offices provide a great working environment to Kennedys staff and a presentable environment to our clients
  • Administrative Tasks
    • Booking maintenance tasks and issuing permits
    • Ensure that the Firm's Support Services are maintained and consistently delivered to a high standard
    • Front of House - reception, ensuring meetings are facilitated and catered for
    • Maintain up-to-date records and adhere to the essential competencies and Service Level Agreements for the role
    • Undertake and manage ordering and stock control for items such as stationery
    • Co-ordinate the Facilities Management and property maintenance tasks including Health & Safety
    • Monitor mailbox and deal with enquiries/direct to the correct person
    • Ensure MFD's are operational daily and report any issues to the relevant teams
    • Process incoming mail (this involves internal distribution and uploading to the case management system) as well as dealing with outgoing mail
    • Maintenance - logging helpdesk jobs, arranging building access and permits
    • Archiving
    • Process and track invoices relating to orders for Facilities
    • Provide holiday cover for team members to include assistance with incoming and outgoing post and ordering stationery
    • Provide support to the Facilities Leadership Team to include processing expenses and booking travel as and when required
    • Provide administrative support to the wider facilities team as and when required
  • Team Collaboration
    • Provide holiday cover for team members including other offices
    • Working with the wider facilities management to increase the profile of the FM team through

Requirements

  • Facilities management experience, in particular within professional services would be advantageous
  • Efficient and diligent document management
  • Excellent administration skills
  • Excellent communication skills and attitude to provide a first-class service to clients
  • Ability to identify and proactively manage user concerns or queries
  • Ability to be flexible on approach towards others, identifying what stakeholders require from you
  • Willingness to travel between all UK offices to ensure the single team ethos is maintained across the team
  • Team player

Additional Information

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys Law.

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