Guest Services Assistant

White & Case LLP; Sydney; On-site; AUD 65,000 - 75,000; Full time

Job summary

White & Case LLP in Sydney is seeking an Office Operations professional to support day-to-day activities and maintain smooth office operations. You will handle refreshments, reception duties, meeting room setup, and basic IT/AV support while assisting with office supplies and procurement.

The role requires 3+ years in customer service in a corporate environment, strong communication, and the ability to multitask and work under pressure.

Qualifications

• 3+ years of proven working experience in a customer service role, preferably in a corporate boardroom.
• Solid communication skills both written and verbal.
• Ability to work well independently and in a team environment.
• Ability to organise, multitask, prioritize and work under pressure.
• Ability to be flexible and work overtime and weekends for special program events

Responsibilities

• Provide and replenish refreshments, catering and tea or coffee orders, ensuring client and staff comfort during meetings.
• Provide reception cover when required by welcoming clients, managing the inbox and responding to urgent queries in the receptionist’s absence.
• Set up and reset meeting rooms and event spaces, including furniture arrangements, catering, AV and sound checks and conference facilities.
• Assist staff and guests with IT and AV requirements, including connecting presentations, coordinating with IT and resolving straightforward technical issues.
• Maintain meeting rooms, visitor desks, kitchens and breakout areas by restocking supplies, cleaning routine equipment such as coffee machines and reporting cleaning, equipment or furniture issues.
• Manage office supplies and related invoices, support inventory and procurement activities and assist the Office Operations Manager with building management, security procedures, procedure manuals and general administrative tasks.

Skills

Customer service

Communication

Independence

Organization

Flexibility

Job description

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm’s day-to-day operations. Our team manages the infrastructure, systems and services —both globally and locally—relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible.

The Office Support role primarily involves supporting the team with straightforward and routine tasks that maintain the smooth operation of daily the teams' day-to-day operations. Impact is primarily restricted to the tasks assigned.

The Roles And Responsibilities Of This Job Include

• Provide and replenish refreshments, catering and tea or coffee orders, ensuring client and staff comfort during meetings, including long or all-day sessions.
• Provide reception cover when required by welcoming clients, managing the inbox and responding to urgent queries in the receptionist’s absence.
• Set up and reset meeting rooms and event spaces, including furniture arrangements, catering, AV and sound checks and conference facilities.
• Assist staff and guests with IT and AV requirements, including connecting presentations, coordinating with IT and resolving straightforward technical issues.
• Maintain meeting rooms, visitor desks, kitchens and breakout areas by restocking supplies, cleaning routine equipment such as coffee machines and reporting cleaning, equipment or furniture issues.
• Manage office supplies and related invoices, support inventory and procurement activities and assist the Office Operations Manager with building management, security procedures, procedure manuals and general administrative tasks.

Key Skills And Experience Required

• 3+ years of proven working experience in a customer service role, preferably in a corporate boardroom.
• Solid communication skills both written and verbal.
• Ability to work well independently and in a team environment.
• Ability to organise, multitask, prioritize and work under pressure.
• Ability to be flexible and work overtime and weekends for special program events

This role reports to

Office Operations Manager

Equal Opportunities

We are committed to creating a fair workplace and encourage applications from all ages, cultural backgrounds, First Nations communities, genders, sexual orientations, as well as people who have family or carer responsibilities. We encourage you to talk to us about any adjustments you may require to our recruitment process or the role itself. If you are a candidate with a disability, let us know how we can provide you with additional support.

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

Note to Recruitment Agencies

Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.