Description:
Purpose of role
e Multi-Services Assistant will work as part of a team to provide the highest level of customer service to our clients and support to the Office, Team Leader and Admin Support Manager. Whilst the list of tasks in this document is not exhaustive, the Multi-Services Assistant may cover any combination of the tasks set out below.
The Multi-Services Assistant will provide excellent customer service to our clients, performing all operations requested by a customer without direct supervision. This role will cover a number of our service areas and will require a high level of multi-skilling.
This includes, but is not limited to, the efficient and prompt answering of client queries, adhering to all Williams Lea policies and procedures, courteous interaction with clients and visitors following the Williams Lea protocols for this service, completing all work within the agreed services levels and assisting with completing general administrative duties as required.
All Multi-Services Assistants are accountable for maintaining the established relationship between Williams Lea and our clients. You will be able to recognise and translate the client’s needs and to translate these into a responsive service.
Key responsibilities
- Exemplary level of customer focus, with demonstrable experience in staff management in a customer service environment
- Well presented with a professional manner
- Flexible, computer literate and a quick learner
- Confident effective communicator at all levels, both written and oral, with excellent writing and numeracy skills
- Hands on team worker
- High degree of attention to detail, ability to retain high levels of concentration in a busy
- working environment
- Courteously greet and interact with visitors to the premises
- Deal with any other reception duties as required
- Manage room and hospitality bookings, including setting up rooms
- Arrange hospitality and liaise with onsite cleaning teams
- Supervising and assisting at events (including evening events as agreed overtime)
- Maintaining general stock management of the onsite coffee machines
- Manage desk and room bookings via Condeco, reporting trends to Team Leader and Admin Support Manager
- Deliver an exceptional file management service
- Sort, scan, rename and distribute incoming mail
- Maintain equipment to a good working order and troubleshoot problems, place service calls when needed
- Follow all stock and consumable procedures. Replenish copiers with all consumables
- Prioritise jobs and run them to meet customer requirements and deadlines
- Provide photocopying, scanning, and printing as per customer instructions
- Collect and complete any information required for billing or client charge back data
- Understand and comply with Floor Support corporate standards. Constantly seek ways to improve operations and suggest and implement approved ideas
- Bind final form documents
- Extensive computer and data related tasks
- Usage of internal and external portals/systems
- Deal with any enquires in a prompt and efficient manner
- Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements
- Collect and frank outgoing mail – process letters for printing and complete envelope fulfilment requirements
- Handle incoming and outgoing deliveries via courier – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders
- Deal with incoming hand deliveries from clients – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders
Personal attributes
- Exemplary level of customer focus, with demonstrable experience in staff management in a customer service environment
- Well presented with a professional manner
- Flexible, computer literate and a quick learner
- Confident effective communicator at all levels, both written and oral, with excellent writing and numeracy skills
- Hands on team worker
- High degree of attention to detail, ability to retain high levels of concentration in a busy
- working environment