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Multi Services Coordinator

2 months ago

Guildford, Surrey, United Kingdom Williams Lea Limited Full time

Job Summary

Williams Lea Limited is seeking a highly skilled and detail-oriented Multi Services Coordinator to join our team. As a key member of our support services team, you will be responsible for providing exceptional customer service to our clients and supporting the Team Leader and Admin Support Manager.

Key Responsibilities

  • Deliver an exceptional electronic and hard copy file management service, ensuring accuracy and attention to detail.
  • Return or add documents to existing client files, maintaining confidentiality and discretion.
  • Work with the practice management system to log and record documents, ensuring seamless data management.
  • Handle and administer closed files as requested, adhering to company policies and procedures.
  • Sort, scan, rename, and distribute incoming mail, maintaining a high level of organization and efficiency.
  • Provide photocopying, scanning, and printing services as per customer instructions, ensuring timely and accurate completion.
  • Collect and complete any information required for billing or client charge-back data, maintaining accurate records.
  • Perform extensive computer and data-related tasks, including data entry and record-keeping.
  • Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements.
  • Collect and frank outgoing mail, process letters for printing, and complete envelope fulfillment requirements.
  • Handle incoming and outgoing deliveries via courier, ensuring that all incoming documents are scanned entirely and allocated to the relevant electronic post folders.
  • Deal with incoming hand deliveries from clients, ensuring that all incoming documents are scanned entirely and allocated to the relevant electronic post folders.
  • Take and pass on accurate messages, maintaining confidentiality and discretion.
  • Courteously greet and interact with visitors to the premises, providing a warm and welcoming experience.
  • Manage room and hospitality bookings, including setting up rooms, ensuring seamless event planning.
  • Arrange hospitality and liaise with onsite cleaning teams, maintaining a high level of organization and efficiency.
  • Organize and order catering, ensuring timely and accurate completion.
  • Supervise and assist at events, including evening events as agreed upon overtime, maintaining a high level of professionalism and attention to detail.
  • Diary management of meeting rooms and desk bookings, ensuring seamless scheduling and organization.

Personal Attributes

  • Experience working on Microsoft Office programs, with a strong understanding of software applications.
  • Excellent customer service skills, confident in liaising with clients and strong communication skills.
  • Client-focused approach to service provision through personal commitment to their business.
  • Strong attention to detail and a critical eye for accuracy, with a 'right first time' attitude.
  • Ability to work under pressure within tight deadlines with a flexible approach.
  • Continual improvement mentality, open and receptive to feedback.
  • Build and grow relationships with key clients and service users.
  • Ownership for work produced in terms of the final product, e.g., consistency, accuracy, and quality.

Rewards and Benefits

Williams Lea Limited believes in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including:

  • 25 days holiday, plus bank holidays (pro-rata for part-time roles).
  • Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TVs, laptops, and computers or household appliances.
  • Life Assurance.
  • Private Medical Insurance.
  • Dental Insurance.
  • Health Assessments.
  • Cycle-to-work scheme.
  • Discounted gym memberships.
  • Referral Scheme.

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging, and rewarding career with future career development prospects.

Equality and Diversity

Williams Lea Limited values the differences that a diverse workforce brings to the organization and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality, and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a 'protected characteristic' in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness, and transparency.