Document Services & Front Desk Specialist

Apogee; City Of London; On-site; GBP 22,000 - 28,000; Full time

Job summary

Apogee is recruiting an on-site Document Services Operative for one of our client sites in London. The role covers document production, print, reprographics, mailroom operations, reception duties and customer support.

Basic DBS is required, and hours run 6am–6pm, Monday to Friday, totaling 37.5 hours per week. The successful candidate will deliver high-quality, accurate service within agreed SLAs, maintain secure handling of confidential documents, and provide a welcoming front-of-house

Qualifications

• Previous experience within a print room, reprographics, document services, mailroom, reception, facilities or similar operational environment.
• Experience operating print production, scanning or document finishing equipment.
• Customer-facing reception or front-of-house experience is desirable.
• Excellent organisational skills with the ability to manage multiple tasks and deadlines.
• Strong attention to detail and commitment to producing accurate, high-quality work.
• A proactive and flexible approach to work with the ability to adapt to changing priorities.
• Strong communication and customer service skills.
• Ability to work independently while also contributing positively to a team environment.
• Good IT skills and confidence using Microsoft Office and document management systems.
• Understanding of the importance of handling confidential and sensitive information appropriately.

Responsibilities

• Produce high-quality printed and digital documents in line with client specifications and deadlines.
• Operate a range of print, scanning and finishing equipment, including binding, laminating, collating, folding and photocopying.
• Scan, convert, merge and prepare documents using approved software and systems.
• Conduct quality checks to ensure accuracy of page order, print quality, quantities and finishing before release to clients.
• Report equipment issues promptly and carry out first-line troubleshooting where appropriate.
• Maintain clean, organised and efficient workspaces and equipment areas.
• Manage incoming and outgoing mail, courier services and internal document distribution.
• Sort, prepare and deliver post and packages accurately and within required timeframes.
• Process tracked, registered and special delivery items, maintaining accurate records and proof of delivery.
• Select appropriate courier and postal services based on urgency, cost and security requirements.
• Handle confidential and sensitive documents securely and in accordance with site procedures.
• Provide a professional and welcoming reception service for employees, visitors and contractors.
• Meet and greet visitors, ensuring all site security and visitor management procedures are followed.
• Manage visitor sign-in processes and issue visitor passes where required.
• Answer and direct telephone calls, emails and general enquiries efficiently and professionally.
• Coordinate meeting room bookings and support meeting room set-up when required.
• Ensure reception and front-of-house areas remain presentable, organised and welcoming at all times.
• Provide a professional and responsive service to employees and visitors at our client's site.
• Respond to customer enquiries promptly and efficiently.
• Clarify requirements for complex or unusual requests to ensure expectations are met.
• Communicate any potential delays or service issues to customers and management as appropriate.
• Prioritise workload effectively to meet deadlines and service level agreements.
• Support colleagues across the operation during busy periods and absence cover.
• Contribute ideas for service improvements and operational efficiencies.
• Participate in training and development activities to maintain and expand skills across all service areas.

Skills

Print production

Scanning equipment

Reception experience

Organization

Attention to detail

Communication skills

MS Office

Confidential information handling

Tools

Print finishing equipment

Document management systems

Job description

Apogee is recruiting an on-site Document Services Operative for one of our client sites in London. The role covers document production, print, reprographics, mailroom operations, reception duties and customer support.

Basic DBS is required, and hours run 6am–6pm, Monday to Friday, totaling 37.5 hours per week. The successful candidate will deliver high-quality, accurate service within agreed SLAs, maintain secure handling of confidential documents, and provide a welcoming front-of-house