Office Services Assistant

White & Case; City of Melbourne; On-site; AUD 45,000 - 65,000; Full time

Job summary

White & Case in Melbourne is seeking an Office Services Assistant to support the Melbourne office. You will manage the mail room and assist with a wide range of administrative and facilities duties to provide lawyers and staff with essential resources daily.

You will work closely with the local office operations team and partners to deliver timely, accurate services, maintain security, and help create a world-class client and visitor experience while supporting sustainable operations.

Qualifications

• Ability to work well independently and in a team environment.
• Ownership of tasks and deadlines.
• Strong communication skills.
• Ability to deliver high-level customer service.
• Excellent attention to detail.
• Previous print and/or mailroom experience.
• Facilities experience advantageous.
• Experience in law firm or international organisation preferred.

Responsibilities

• Log courier requests with appropriate carrier and receive in-bound courier items.
• Provide mailroom services including receiving, sorting and distributing mail.
• Document production including copying, scanning, printing and binding of documents.
• Archiving.
• Stationery management.
• General facilities maintenance; and
• Manage security cards.
• Visitor and new joiner desk set up.
• Assist Guest Service with meeting room set up.
• Other ad hoc duties as assigned by the Office Manager

Skills

Independent worker

Task ownership

Communication

Customer service

Attention to detail

Mailroom

Facilities knowledge

Legal environment exp

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.

As an Office Services Assistant you will play an important role in providing operational support to ensure the smooth the running of the Melbourne office. By managing our mail room and supporting a wide range of administrative and facilities maintenance duties you will be providing our lawyers and support staff with the resources they need every day.

You will be a strong team player, actively seeking to improve working processes, anticipate needs and taking the next step. Our team collaborates and works cohesively with our local office operations team, including guest services and practice assistants.

Key responsibilities include:

• Log courier requests with appropriate carrier and receive in-bound courier items.

• Provide mailroom services including receiving, sorting and distributing mail.

• Document production including copying, scanning, printing and binding of documents.

• Archiving.

• Stationary management.

• General facilities maintenance; and

• Manage security cards.

• Visitor and new joiner desk set up.

• Assist Guest Service with meeting room set up.

• Other ad hoc duties as assigned by the Office Manager

Key skills and experience required:

• Ability to work well independently and in a team environment.

• Takes responsibility and ownership of tasks and deadlines.

• Strong communication skills

• Ability to deliver a high-level customer service.

• Excellent attention to detail.

• Previous print and/or mailroom experience

• Facilities experience advantageous

• Experience in law firm or international organisation is preferred, but not mandatory.

This role reports to

Manager, Office Operations

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.