My client, mid size law firm based in the City, are seeking an Office Manager to join their Facilities team.
This role reports in directly to the Facilities Manager and has management responsibility of three members of staff within the office services team.
This role is 5 days office based.
THE ROLE
- Carry out the General Office induction for all new starters.
- Convert manual processes into automated/electronic versions.
- Take responsibility for outputs such as getting up to date with box/file destruction.
- Supervise the team to ensure support service levels are maintained to all departments.
- Allocate tasks during quiet times to ensure maximum productivity;
- Monitor punctuality, performance and sickness and raise issues accordingly.
- Identify and implement improvements in the current processeses
- Assist the Facilities Manager with maintaining relationships with third parties
- Raise account queries;
- Ensure service levels are met and any issues addressed accordingly.
- Play an active role within the team and carry out daily duties as required;
- Point of contact for all fee earners in the first instance and deal with any issues raised;
- Attend weekly meetings with the Facilities Manager and keep updated
- Together with the Facilities Manager, carry out annual appraisal meetings for the team.
General Office Duties:
- Process new deeds/Wills/files etc electronically before sending to storage;
- Deal with retrieval of current deeds/files/Wills etc upon request of fee earners;
- Ad hoc tasks ie retrieving boxes, picking up confidential shredding sacks, laminating, binding documents and delivering personal packages, refreshments and stationery to departments etc;
- Maintain the file destruction programme;
- Convert manual processes into automated/electronic versions;
- Digitise and scan paperwork to make the department as paperless as possible;
- Categorise, scan and distribute post to fee earners/recipients;
- Order bike, small van or international couriers from the suppliers of these services;
- Collect and process outgoing mail;
- Act as a point of contact for any enquiries;
- Photocopy documents and plans as instructed by fee earning departments ensuring accuracy at all time;
- Sign for courier deliveries and scan/deliver items when received;
- Open the offices at 7am when the Facilities Manager or Maintenance person is absent;
- Every Monday a member of the team arrives at the office at 7am to assist with early deliveries;
- Assist the Finance team with the banking runs;
- Check minor faults with photocopying machines (e.g paper jams) and call an engineer if fault persists, replace toner cartridges when necessary; and
- In the absence of the Facilities Manager or Maintenance person carry out basic maintenance tasks eg changing light bulbs, roller towels, replacing batteries in door guards or help with moving equipment when required (training will be provided).
Previous experience in a law firm is preferable, although not necessarily at Manager level.
The Business Services team operate a 37.5 hour week from 8.15am to 6.00pm, Monday to Friday. The rotas are 8.15am to 4.45pm, 9.15am to 5.45pm and 9.30am to 6pm. Flexibility will be required. Overtime may be necessary from time to time.
Please apply today for immediate consideration!
