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Administrative Support Specialist
2 months ago
About the Role
We are seeking a highly organized and detail-oriented individual to join our team as an Administrative Support Specialist. As a key member of our Business Operations Group, you will play a vital role in providing exceptional client experiences and supporting our legal professionals.
Key Responsibilities
- Meet and greet visitors and colleagues, creating a positive first impression
- Manage visitor flow and ensure all requirements are met
- Liaise with the building reception team as needed
- Maintain the presentation of meeting rooms, reception areas, and collaboration spaces
- Assist with moving and organizing office equipment and furniture
- Organize and serve catering and refreshments to clients
- Ensure refreshment areas are well-stocked and clean
- Perform daily and weekly maintenance tasks on coffee machines
- Set up and clear down meeting rooms, including furniture layout changes
- Ensure meeting rooms and office resource areas are stocked with necessary supplies
- Set up equipment in meeting rooms, including MS Teams and other technical requirements
- Organize IT team support 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
- 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 kitchens and recycling areas
- Identify and report H&S, cleaning, or maintenance issues
- Assist with delivering events, both internal and external
- Copy, print, and scan documents as requested
- 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
- 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 supervising external contractors and building management team
- Assist with facilities-related activities, including fire warden and first aid duties
- Perform other duties commensurate with the role
- Ensure notice boards are updated and relevant
- 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 in an Admin role or Retail
- Flexibility with working hours to meet business needs
- Excellent IT skills and ability to use Microsoft Office products and other systems
- Ability to work well under pressure, remaining calm and professional
- Exceptional organization skills
- Effective communicator with ability to build and maintain relationships
- Attitude of continuous improvement and ability to flex and pivot
- Good attention to detail
About Us
We are Ampa - Legal & Professional Services, a vibrant and forward-thinking team dedicated to providing market-leading expertise to our clients. We value what you do, not where you do it, and offer a blended approach to where and how we work.
We have hubs in various locations, including Birmingham, Bristol, Edinburgh, Leicester, London, Milton Keynes, Nottingham, Solihull, Stratford-upon-Avon, Lincoln, and Sheffield. This role will be based in our Stratford-upon-Avon office.
