Office Coordinator

The team Our Real Estate group is one of the largest real estate teams in the UK, advising an impressive range of clients including commercial and residential developers, investors, major corporate occupiers and banks/funders. Offering exceptional market knowledgethe team holds an outstanding reputation with clients and the market generally. "Clients are full of admiration for this team, noting it combines outstanding technical expertise with a "very" responsive service" (Chambers). The role Working in the Sheffield Location to provide a comprehensive and quality service to our clients whilst providing a PA and secretarial service to the Partners and Estates Management Team. This role requires proactive thinking, exceptional organisation andthe ability to use ones initiative to support the needs of the Sheffield based team. Inclusive of providing an administrative support service and being responsible for office administration of the Sheffield location. Main responsibilities This role includes but is not limited to the following: - Organising travel arrangements, hotels etc. inclusive of bookings for legal advisors. - Diary management acting proactively where possible and highlighting diary clashes. - Typing reports, file notes, attendance notes and other basic correspondence. - Preparation and processing of expense claims. - Cheque requisitions. - Undertaking all client filing management and archiving tasks. - Opening and closing client files in line with best practice. - Undertaking all money laundering compliance on new client inception. - Undertaking all conflict check compliance on new matter inception. - Dealing with financial transactions on files (sending and receiving monies, preparing indents). - Scanning correspondence and documents. - Providing additional secretarial support when required in team to cover holidays, sickness, absence. - Collation and sending out of client monthly reports. - Updating Interaction with client contact details. - Dealing with routine enquiries, answering the telephone and communicating effectively and confidently with clients both over the telephone and at times in person. - Business development; working with the team to look after and develop Client relationships - Preparing enclosures ready for signing and sending out with the post. - Receiving and distribution of post inclusive of filing incoming and outgoing post and correspondence. - Organising meetings and events internally and externally ensuring best use of the Partners time. - Preparing meeting rooms for client meetings and receiving clients and visitors to the office. - Ordering and maintaining supplies. - Liaising with IT on any relevant issues affecting the Hub. - Ensuring stationery and sundry items are appropriately stocked. - Liaising with the Estates Management team in coordinating contractors required to visit the hub - fire alarm testing, monthly maintenance check and IT equipment checks etc. - Assisting with various other tasks as required Skills and qualifications - Be self-motivated and able to work alone and within a team - the role does involve working without supervision to a high standard. - Excellent and accurate keyboard skills required, as you will be required to obtain typing speeds to a minimum of 65 wpm. - Friendly, positive attitude and enthusiastic - Ability to maintain high standards whilst carrying out day to day tasks around the office - Taking care and attention in relation to all correspondence and documentation. - A methodical and organised approach with keen attention paid to every detail. - Good organisational skills to ensure that the tasks are effectively scheduled within working time available, and that urgent work is completed and returned within the specified timescales. - Pleasant friendly manner to deal with internal and external calls and visitors and clients politely and efficiently. - A friendly and helpful approach when dealing with various people who may pose you with queries and problems that may arise throughout the day. - Ability to prioritise, be organised and efficient. - Flexible with the ability to adapt to change, new practices, cope under pressure and meet tight deadlines. - Excellent presentation skills reflected in their work - Excellent communication skills and telephone manner. - Able to integrate within a team. - Ability to be pro-active and deliver a quality service to both internal and external clients. - Have previous office admin experience, ideally within a legal or professional environment Equal opportunities Our approach to our people is underpinned by our approach to diversity, inclusion and well being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognisesand nurtures talent, and has a strong sense of community between colleagues. This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.