Office Coordinator
1 day ago
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, creating a positive first impression
- Manage visitor flow, ensuring all requirements are met
- Liaise with the building reception team as needed
- Maintain the presentation of meeting rooms, reception area, and collaboration spaces
- Assist with equipment and furniture moves, and ensure stock levels are adequate
- Organize catering and refreshments for clients and colleagues
- Ensure refreshment areas are well-stocked, clean, and tidy
- Perform daily and weekly maintenance tasks on coffee machines
- Set up and clear meeting rooms, including equipment and furniture
- Manage meeting room and car park bookings, responding promptly
- Liaise with clients and colleagues regarding bookings and requirements
- Report equipment and furniture issues to the relevant teams
- Support environmental initiatives and maintain recycling areas
- Ensure good housekeeping, kitchens are stocked, and tidy
- Identify and report H&S, cleaning, or maintenance issues
- Assist with event delivery, both internal and external
- Copy, print, and scan documents as requested
- Transfer data to and from removable media, cloud solutions, and document management systems
- Send outgoing mail and inter-office mail using PPI, DMO, or franking machine
- Distribute incoming and inter-office mail, logging and signing for items
- Hand deliveries and collections as requested, including filing documents at court
- Retrieve and send files to and from offsite storage, conducting office file audits
- Arrange outgoing couriers and special deliveries, recording details for charging and auditing
- Arrange large volume printing, scanning, and document finishing work for other offices
- Prepare for new starters and leavers, including lockers, keys, and access
- Ensure office information is up-to-date and relevant
- Assist with supervision of external contractors and building management team
- Support facilities-related activities, including fire warden and first aid duties
- Perform other duties as required, commensurate with the post
Requirements:
- Experience in a similar role within professional services
- Flexibility with working hours, essential for meeting business needs
- Excellent IT skills, using Microsoft Office products and other systems
- Ability to work under pressure, meeting deadlines while remaining calm and professional
- Exceptional organization skills
- Effective communication, building and maintaining relationships at all levels
- Attitude of continuous improvement, flexibility, and a willingness to learn
- Good attention to detail
About Us:
We are a Top 55 law firm, combining creativity, commerciality, and clarity. We work with blue-chip companies, leading organizations, high street brands, and individuals across the country. Our Workplace team provides outstanding client experiences, working with business professionals to deliver market-leading expertise.
We offer a blended approach to working, embracing agile working and flexible arrangements. We value what you do, not where you do it. Our offices are located in various hubs, and we encourage people from all backgrounds to apply.
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 disabilities, so please let us know about any specific needs and requirements.
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