Office Administrator

1 week ago

Sheffield, Sheffield, United Kingdom Ampa - Legal & Professional Services Full time
About the Role

We are seeking a highly organized and enthusiastic individual to join our team as a Workplace Assistant. As a key member of our support team, you will play a vital role in providing exceptional client experiences and supporting our clients, both internal and external.

Key Responsibilities
  • Meet and greet visitors and colleagues, creating a positive first impression
  • Follow visitor management processes and ensure all requirements are met
  • Liaise with the building reception team as needed
  • Ensure meeting rooms, reception areas, and collaboration spaces are presentable throughout the day/evening
  • Assist with moving and organizing office equipment and meeting room furniture as required
  • Organize and serve catering and refreshments to clients in our collaborative spaces and meeting rooms
  • Ensure refreshment areas are kept well stocked, clean, and tidy at all times
  • Follow procedures to maintain coffee machines, including daily stock-ups 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 the correct stationery
  • Set up required equipment in meeting rooms, including MS Teams or other technical requirements
  • 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 within the relevant app, 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/hazards
  • 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 machine
  • Distribute incoming/inter-office mail and couriered items, logging and signing for them
  • Hand deliver and collect items as requested, including filing documents at court
  • Retrieve and send files to and from offsite storage providers, conducting office file audits
  • Arrange outgoing couriers and special deliveries, recording relevant details for charging and auditing purposes
  • Arrange large volume printing, scanning, and document finishing work to be sent to other offices
  • 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 as needed
  • Assist with 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
Requirements
  • Experience working in a similar role within professional services
  • Flexibility with working hours is essential to meet 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 communicator with the ability to build and maintain relationships at all levels
  • Attitude of continuous improvement and ability to flex and pivot to strive for better
  • Good attention to detail
About Us

Ampa - Legal & Professional Services is a leading group of legal and professional services brands, home to leading legal services firms such as Shakespeare Martineau, Lime Solicitors, Mayo Wynne Baxter, and Marrons. Our 'House of Brands' converges legal and professional service brands to unlock exciting opportunities for career advancement, collaboration, and comprehensive business services support across various disciplines.

We are dedicated to creating an environment where each brand thrives through mutual growth and co-operation. Through our shared infrastructure and central support, we enable our brands to flourish, using the strength of our collective resources.

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