We are looking for a full-time Office Services Assistant in our Cardiff office. The role requires an experienced professional with strong client focus who will be responsible for all client areas within the building as well as the total care of clients in person and on the telephone.
The working hours are Monday to Friday, 9am – 5pm with flexibility to work additional hours.
Key Responsibilities
- Meeting and greeting clients and providing Wifi codes when necessary
- Overviewing conference room bookings to ensure rooms have availability
- Conducting daily quality checks in the meeting rooms and liaising with IT as required
- Preparing meetings rooms to the layout required
- Providing refreshments (including ordering and laying-out)
- Maintaining refreshment stock for meetings rooms
- Clearing rooms and re-arranging the furniture
- Reconcile catering invoices with booking forms, stamp and enter chargeable code and provide to Office Services Manager
- Booking taxis, as required
- Receive incoming calls and/or Reception calls
- Carry out daily top ups and cleaning of the office coffee machine where relevant
- Dealing with incoming post - opening, date stamping and sorting into teams
- Scanning post, DX and hand or courier deliveries to fee earners
- Follow internal process for incoming cheques
- Franking machine top ups, preparing and franking outgoing post and sorting DX post ready for collection
- Any monies received for private postage is paid into the postage budget code
- Scanning, binding and photocopying, ensuring attention to detail and accuracy whilst meeting deadlines
- Ensuring the printers have paper stock and assist with minor printer issues (eg resolving paper jams, replacing toner cartridges)
- Assist with the stationery, print, cleaning and consumable supplies by ordering weekly/as and when required from our core list
- Arranging courier services, as required
- Print out cheques and deliver to fee earners where relevant
- Carrying out archiving tasks including closing files, deeds and Wills and preparing them for collection
- Undertake the process for retrievals arriving into the office to ensure we have received the correct stock
- Carrying out tap flushing routines when necessary
- Ad hoc duties, as required, to support the Office Services Manager
- To carry out the role of a Fire Warden following the completion of the necessary training
Skills / Experience Required
- Experience in a Client Facing / Facilities Services position
- Positive, enthusiastic and pro-active approach
- Excellent organisational skills
- Ability to work as part of a team and use own initiative
- Knowledge of Microsoft packages
- Accuracy and attention to detail
- Flexibility in the duties of the role, and ability to cover additional hours when required
- 'Can do' and 'will help' approach
- Self-motivation and willingness to learn and improve
- Good communications skills
- Excellent client care approach
- Good spread of GCSEs (A*-C or 4-9) including English and Maths
The interview process will start as soon as suitable candidates have been identified.