Office Services Coordinator

Capsticks LLP; Winchester; On-site; GBP 21,000 - 25,000; Full time

Job summary

Capsticks LLP is seeking an Administration Assistant to provide on-site support across our Winchester offices. You will handle mail, scanning, printing, filing and general office management while delivering a high level of client service.

You will work as part of the Central Services team of 29 colleagues, supporting day-to-day operations, stock management and health and safety tasks to ensure smooth office functioning.

Qualifications

• 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.
• Previous experience in an office environment using office equipment and software desired.
• Ability to handle confidential information with discretion.

Responsibilities

• Sort, scan, rename and distribute incoming mail
• Provide scanning, and printing as per client instructions
• Process outgoing post including printing and franking of letters
• Courteously greet and interact with visitors to the premises
• Deliver an exceptional file management service
• 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
• Maintaining general stock management including stationery and catering items
• Ensuring facilities and other equipment are properly utilised and maintained
• Arranging refreshments/lunches for any client meetings, as well as setting this up in meeting rooms
• Managing a structured and efficient workflow for all service areas within your remit
• Participating in cross departmental and site projects or other ad hoc requests as assigned by the Site Lead, Central Services Manager or Head of Division
• Actively participating in all on site health and safety audits and assessments and oversee compliance as required
• Ensuring operations reflect the initiatives set by the firm (sustainability and paper-lite etc.)
• Collect and complete any information required for billing or client charge back data

Skills

MS Office

Customer service

Communication skills

Attention to detail

Work under pressure

Continual improvement

Client relationships

Ownership

Office experience

Confidential information handling

Job description

Capsticks LLP is seeking an Administration Assistant to provide on-site support across our Winchester offices. You will handle mail, scanning, printing, filing and general office management while delivering a high level of client service.

You will work as part of the Central Services team of 29 colleagues, supporting day-to-day operations, stock management and health and safety tasks to ensure smooth office functioning.