Office Coordinator
3 days 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 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 in a timely manner
- Manage meeting room and car park bookings
- 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 practices are followed throughout the office
- Identify and report any H&S, cleaning, or maintenance issues
- Assist with event delivery, both internal and external
- Perform copying, printing, and scanning tasks 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
- 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 as required
- Experience working in a similar role within professional services
- Flexibility with working hours is essential
- Excellent IT skills and ability to use Microsoft Office products
- Ability to work well under pressure and meet deadlines
- Exceptional organization skills
- Effective communication and relationship-building skills
- Attitude of continuous improvement and flexibility
- Good attention to detail
We are a Top 55 law firm that combines 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, and we are looking for a talented Office Administrator to join our team.
We offer a blended approach to working, embracing agile working and flexible working arrangements. We value what you do, not where you do it, and we encourage people from all backgrounds to apply to join our team.
We are committed to equality of opportunity and oppose all forms of discrimination. We can make reasonable adjustments for applicants and employees with a disability, so please let us know about any specific needs and requirements you have.
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