Office Coordinator

2 days ago

Lewes, East Sussex, United Kingdom Mayo Wynne Baxter Full time
Job Description

We are seeking a highly organized and detail-oriented Office Administrator to join our team at Mayo Wynne Baxter. As an Office Administrator, you will play a vital role in ensuring the smooth operation of our office, providing exceptional support to our clients and colleagues.

Key Responsibilities:

  • Meet and greet visitors and colleagues, creating a positive first impression
  • Manage visitor flow and ensure all necessary procedures are followed
  • Liaise with the building reception team as required
  • Maintain the presentation of meeting rooms, reception areas, and collaboration spaces
  • Assist with the movement and organization of office equipment and furniture
  • Organize and serve catering and refreshments to clients and colleagues
  • Ensure refreshment areas are well-stocked, clean, and tidy at all times
  • Perform daily and weekly maintenance tasks on coffee machines
  • 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 equipment in meeting rooms, including MS Teams and other technical requirements
  • Organize IT team support as needed for specific meetings or events
  • Answer phone calls within 3 rings, wearing a hands-free headset
  • Manage meeting room and car park bookings within the relevant app, responding within SLA times
  • Liaise with clients regarding bookings and requirements
  • Report any equipment or furniture issues to the relevant teams
  • Assist with implementing our environmental policy and maintaining recycling areas
  • Ensure good housekeeping is maintained throughout the office, kitchens are stocked, and tidy
  • Identify and report any H&S, cleaning, or maintenance issues/hazards
  • Assist with event delivery, 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 as necessary
  • 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 as required
  • 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 for completion
  • 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 required
  • Assist with facilities-related activities, including fire warden and first aid duties
  • Perform other duties commensurate with the post
  • Ensure notice boards are updated and relevant
  • Assist with new starter induction tours, issuing access control passes
  • Perform ad-hoc duties as required and 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 supporting efficient operations
  • Ability to work well under pressure, meeting deadlines while remaining calm and professional
  • Exceptional organizational skills
  • Effective communicator with 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

Competencies:

  • Professional presentation of self, embedding the values of our brand in all actions
  • Passionate about exceptional client experience
  • Willingness to learn and improve knowledge to deliver best support for clients
  • Ability to use initiative and positive attitude to challenges
  • Willingness to support other teams as needed
  • Reliable and punctual
  • Competent at problem-solving quietly and discreetly
  • Team player who wants to make a difference

We embrace agile working and offer a blended approach to where and how we work.

Read more about Mayo Wynne Baxter's fantastic benefits.

We appreciate that people have different needs and preferences, and we're keen to be flexible, valuing what you do, not where you do it.

We have offices in various hubs across the UK.

We encourage people from all backgrounds to apply to join our team. We seek to engage a diverse workforce, focusing on inclusivity and fair treatment for all.

We oppose all forms of discrimination and promote equality of opportunity in everything we do.

We can make reasonable adjustments for applicants and employees with a disability, so please let us know about any specific needs and requirements you have.

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