Office Administrator

1 week ago

Sheffield, Sheffield, United Kingdom Ampa - Legal & Professional Services Full time
Job Title: Office Administrator

We are seeking a highly organized and detail-oriented Office Administrator to join our team at Ampa - Legal & Professional Services. As an Office Administrator, you will play a critical role in ensuring the smooth operation of our office, providing exceptional client experiences, and supporting our business professionals.

Key Responsibilities:
  • Meet and greet visitors and colleagues, creating a positive first impression
  • Manage visitor flow and ensure all necessary requirements are met
  • Liaise with the building reception team as needed
  • Maintain the presentation of meeting rooms, reception areas, and collaboration spaces
  • Assist with office equipment and furniture moves, as required
  • Organize and serve catering and refreshments to clients
  • Ensure refreshment areas are well-stocked, clean, and tidy
  • Perform daily coffee machine maintenance 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 necessary stationery
  • Set up technical equipment for meetings, as required
  • 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, 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
  • Assist with event delivery, both internal and external
  • Perform copying, printing, and scanning tasks, ensuring accuracy and quality
  • Transfer data to and from removable media, cloud solutions, and document management systems
  • Send outgoing mail and inter-office mail, ensuring timely collection
  • Distribute incoming and inter-office mail, logging and signing for items
  • Hand-deliver and collect items as requested, including filing documents at court
  • Retrieve and send files to and from offsite storage, performing regular office file audits
  • Arrange couriers and special deliveries, recording details for charging and auditing purposes
  • Arrange large-volume printing, scanning, and document finishing work, ensuring SLAs are met
  • Prepare for new starters and leavers, including lockers, keys, and access
  • Ensure office information is up-to-date and accurate
  • Assist with supervising external contractors and building management team, as required
  • Perform 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, essential for meeting 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 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 37-hour working week, with flexible hours between 07:30 and 18:00. Our team is dedicated to providing outstanding client experiences, working collaboratively as one team to deliver market-leading expertise. We value diversity, inclusivity, and flexibility, offering a blended approach to work and a range of benefits. Join us at Ampa - Legal & Professional Services and be part of a dynamic team that makes a difference.

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