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Office Coordinator

2 months ago

Lewes, East Sussex, United Kingdom Mayo Wynne Baxter Full time
Job Title: Office Administrator

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
  • Ensure refreshment areas are well-stocked, clean, and tidy
  • 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
  • Answer phone calls within 3 rings, wearing a hands-free headset
  • Manage meeting room and car park bookings within the relevant app
  • Liaise with clients regarding bookings and requirements
  • Report any equipment or furniture issues to the relevant team
  • Assist with implementing our environmental policy and maintaining recycling areas
  • Ensure good housekeeping throughout the office, kitchens, and recycling areas
  • Identify and report any H&S, cleaning, or maintenance issues
  • 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 and inter-office mail, ensuring items are logged and signed for
  • Hand deliver and collect items as requested, including filing documents at court
  • Retrieve and send files to and from offsite storage providers
  • Arrange outgoing couriers and special deliveries, ensuring relevant details are recorded
  • Arrange large volume printing, scanning, and document finishing work
  • 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 supervision of external contractors and building management team
  • Assist with facilities-related activities, including fire warden and first aid duties
  • Perform other duties as required, commensurate with the post
Requirements:
  • Experience working in a similar role within professional services
  • Flexibility with working hours, essential to meet business needs
  • Excellent IT skills, including Microsoft Office products and other systems
  • Ability to work well under pressure, remaining calm and professional
  • Exceptional organization skills
  • Effective communication and relationship-building skills
  • Attitude of continuous improvement and flexibility
  • Good attention to detail
Competencies:
  • Professional presentation and ability to embed company values
  • Passion for exceptional client experience
  • Willingness to learn and improve knowledge to deliver excellent support
  • Ability to use initiative and positive attitude to challenges
  • Willingness to support other teams
  • Reliability and punctuality
  • Competence in problem-solving and discretion
  • Team player with a desire to make a difference

We offer a blended approach to working, embracing agile principles and flexibility. Read more about our fantastic benefits and how we value what you do, not where you do it.

We encourage people from all backgrounds to apply, seeking to engage a diverse workforce and promote equality of opportunity. We can make reasonable adjustments for applicants and employees with disabilities, so please let us know about any specific needs and requirements.