Multi Services Assistant

wlt; Guildford; On-site; GBP 24,000 - 33,000; Full time

Benefits offered by this job

25 days holiday

Life Assurance

Private Medical Insurance

Dental Insurance

Health Assessments

Cycle-to-work scheme

Discounted gym memberships

Referral Scheme

Job summary

Williams Lea in Guildford is seeking a Multi Services Assistant to join our onsite team. The role involves delivering top-tier file management, client service, and support to the Team Leader and Admin Support Manager, with a high level of multi-skilling across tasks.

You will handle documents, billing data, mail, and room/hospitality management while maintaining accuracy and a right-first-time approach in a fast-paced environment.

Qualifications

• Experience using Microsoft Office applications and providing excellent customer service.
• Strong communication skills and ability to liaise with clients effectively.
• High attention to detail with accuracy and consistency in work output.
• Ability to work under tight deadlines with flexibility and a proactive attitude.

Responsibilities

• Deliver an exceptional electronic and hard copy file management service.
• Return or add documents to existing client files.
• Log and record documents using the practice management system.
• Handle and administer closed files as requested.
• Sort, scan, rename and distribute incoming mail.
• Provide photocopying, scanning, and printing as per customer instructions.
• Collect and process information for billing or client charge backs.
• Manage diary, room bookings and hospitality arrangements.
• Greet visitors courteously and manage reception duties.

Skills

Microsoft Office

Customer service

Client-focused

Attention to detail

Work under pressure

Feedback receptiveness

Relationship building

Ownership of work

Job description

Multi Services Assistant

Salary: £28,324.72 per annum plus company benefits

Location: Guildford, GU1 4LP

Contract: Full Time

Shifts: 37.5 hours per week, Monday - Friday, 9am until 5:30pm with 1 hour break

Work model: Fully onsite

Williams Lea seeks a Multi Services Assistant to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role

The 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 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.

Key responsibilities

• Deliver an exceptional electronic and hard copy file management service
• Return or add documents to existing client files
• Work with the practice management system to log and record documents
• Handle and administer closed files as requested
• Sort, scan, rename and distribute incoming mail
• Provide photocopying, scanning, and printing as per customer instructions
• Collect and complete any information required for billing or client charge back data
• Extensive computer and data related tasks
• Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements
• Collect and process 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
• Taking and passing on accurate messages
• Courteously greet and interact with visitors to the premises
• Manage room and hospitality bookings, including setting up rooms
• Arrange hospitality and liaise with onsite cleaning teams
• Organise and order catering
• Supervise and assist at events (including evening events as agreed overtime)
• Diary management of meeting rooms and desk bookings

Personal attributes

• Experience working on Microsoft Office programmes
• Excellent customer service skills, confident in liaising with Clients and strong communication skills
• Client-focused approach to service provision through personal commitment to their business
• Strong attention to detail and a critical eye for accuracy, with a 'right first time' attitude
• Ability to work under pressure within tight deadlines with flexible approach
• Continual improvement mentality, open and receptive to feedback
• Build and grow relationships with key Clients and service users
• Ownership for work produced in terms of the final product e.g. consistency, accuracy and quality

Rewards and Benefits

• 25 days holiday, plus bank holidays(pro-rata for part time roles)
• Salary sacrifice schemes, retail vouchers - including our TechScheme which can be used on a range of gadgets such as Smart TV's, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a "protected characteristic" in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or