Office Assistant

Williams Lea; East Midlands; On-site; GBP 24,000 - 29,000; Full time

Benefits offered by this job

25 days holiday

Bank holidays (pro-rata)

Life Assurance

Private Medical Insurance

Dental Insurance

Health Assessments

Cycle-to-work scheme

Discounted gym memberships

Referral Scheme

Job summary

Williams Lea is seeking a Multi Services Assistant in Derby to join our onsite team. The role focuses on delivering excellent customer service, managing receptions, room bookings, hospitality, mail handling, and general facilities support to ensure smooth office operations.

You will work as part of a collaborative team, demonstrate strong communication, numeracy, and attention to detail, and contribute to ongoing process improvements while supporting health and safety adherence.

Qualifications

• Experience in delivering high-level customer service in an office environment.
• Strong written and verbal communication with numeracy skills.
• Flexible, quick learner and computer literate.
• Ability to multi-task and maintain attention to detail.

Responsibilities

• Greet visitors and manage reception duties.
• Coordinate room bookings and hospitality using Condeco.
• Handle mail, couriers, and photocopying.
• Support office operations and health and safety audits.

Skills

Customer service

Reception duties

Effective communication

Numeracy

Attention to detail

Team player

Tools

Condeco

MS Office

Docucentre

Job description

Multi Services AssistantSalary: £26,260 per annum, plus company benefitsLocation: Derby, DE1 3WDContract: Full Time, PermanentShifts: 37.5 hours per week, Monday – Friday, 9am until 5:30pm with 1 hours unpaid lunch breakWork model: Fully onsiteWilliams Lea seeks a Multi Services Assistant to join our team!Williams Lea is a global provider of technology-enabled business and marketing services, bringing together talented people, deep industry expertise and emerging technology to help some of the world's leading organisations work smarter and transform the way they operate.Our people are at the heart of what we do. Working alongside innovative technology, including AI, our teams deliver critical services for clients around the world. Built on a strong heritage and long-standing client relationships, Williams Lea is an RRD company, serving clients in 20 countries across four continents with 15,000 employees worldwide. We are committed to creating an inclusive workplace where everyone has the opportunity to grow, contribute new ideas and make a meaningful impact.Purpose of roleMulti-Services Assistant will work as part of a team to provide the highest level of customer service to our clients and support to the Office, 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.This includes, but is not limited to, the efficient and prompt answering of client queries, adhering to all Williams Lea policies and procedures, courteous interaction with clients and visitors following the Williams Lea protocols for this service, completing all work within the agreed services levels and assisting with completing general administrative duties as required.All Multi-Services Assistants are accountable for maintaining the established relationship between Williams Lea and our clients. You will be able to recognise and translate the client’s needs and to translate these into a responsive service.Key responsibilitiesOperationsManaging a structured and efficient workflow for all service areas within your remitEnsuring that all service levels agreed with the client as part of the contract service delivery are achieved and continuously improvedRegularly reviewing services to ensure continuous improvement of their deliveryEnsuring stationery, facilities and other equipment are properly utilised and maintainedParticipating in cross departmental and site projects or other adhoc requests as assigned by the Team Leader or Admin Support ManagerActively participating in all on site health and safety audits and assessments and oversee compliance as requiredEnsuring operations reflect the initiatives set by the firm (sustainability and paper-lite etc.)Any other reasonable request made by Williams Lea management or the clientPlaying a flexible role assisting with the first impression, admin support and facilities services for the officeFirst ImpressionCourteously greet and interact with visitors to the premisesDeal with any other reception duties as requiredManage room and hospitality bookings, including setting up roomsArrange hospitality and liaise with onsite cleaning teamsOrganise and order catering where requiredStock control and maintenance of the hub area including general cleaningSupervising and assisting at events (including evening events as agreed overtime)Maintaining general stock management of the onsite coffee machinesManage desk and room bookings via Condeco, reporting trends to Team Leader and Admin Support ManagerFloor Support/DocucentreDeliver an exceptional file management serviceSort, scan, rename and distribute incoming mailMaintain equipment to a good working order and troubleshoot problems, place service calls when neededFollow all stock and consumable procedures. Replenish copiers with all consumablesPrioritise jobs and run them to meet customer requirements and deadlinesProvide photocopying, scanning, and printing as per customer instructionsCollect and complete any information required for billing or client charge back dataUnderstand and comply with Floor Support corporate standards. Constantly seek ways to improve operations and suggest and implement approved ideasBind final form documentsExtensive computer and data related tasksUsage of internal and external portals/systemsDeal with any enquires in a prompt and efficient mannerAccept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreementsCollect and frank outgoing mail – process letters for printing and complete envelope fulfilment requirementsHandle incoming and outgoing deliveries via courier – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post foldersDeal with incoming hand deliveries from clients – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post foldersArrange and complete outgoing hand deliveriesGeneralCollecting and inputting monthly reporting informationEnsuring all paperwork and tracking sheets are correctly completed and recordedCompliance is required at all times with Williams Lea corporate standardsAll other adhoc duties/projects as assigned by the client, Team Leader, or Admin Support ManagerTo be aware of the day-to-day health and safety requirements surrounding working areaTo immediately raise any health and safety concerns to the Workspace and Facilities team and participate in any onsite health and safety audits or assessmentsAny other reasonable request made by the Admin Support Manager/Business Service ManagerPersonal attributesExemplary level of customer focus, with demonstrable experience in staff management in a customer service environmentWell presented with a professional mannerFlexible, computer literate and a quick learnerConfident effective communicator at all levels, both written and oral, with excellent writing and numeracy skillsHands on team workerHigh degree of attention to detail, ability to retain high levels of concentration in a busy working environmentRewards and BenefitsWe believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:· 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 SchemeYou 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 DiversityThe 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 would like to make a reasonable adjustment to enable you to make an interview please contact us at [e-mail](we do not accept applications to this email address).View our Privacy Notice https://www.williamslea.com/privacy-statementPay: £26,260.00 per yearWork Location: In person