Workplace Assistant

Owen Reed Ltd; City Of London; On-site; GBP 24,000 - 30,000; Full time

Job summary

Owen Reed is seeking a proactive Workplace Assistant to join a leading law firm on a six-month fixed-term contract. You will provide day-to-day operational and administrative support to fee earners, PAs and assistants, ensuring smooth document handling, reprographics, post, stationery and workspace management.

Within legal departments where possible, you will coordinate printing, scanning, courier services and file administration, while maintaining accurate records and responsive service across

Qualifications

• Experience in workplace, office, facilities or administrative support.
• Strong customer service skills and an approachable communication style.
• Ability to manage several requests in a busy department.
• Good understanding of printing, scanning and digital document handling.
• Excellent attention to detail and accuracy.

Responsibilities

• Provide immediate, on-floor support for daily operational and administrative requests.
• Carry out printing, scanning and photocopying, alongside data room creation, e-bundle creation and ShareFile preparation.
• Help colleagues locate and use departmental reprographics equipment.
• Complete department-specific tasks, such as engrossing documents, organising physical documents and assembling files.
• Monitor and replenish stationery and keep printers stocked to minimise downtime.
• Process incoming and outgoing post and arrange couriers as required.

Skills

Customer service

Multitasking

Attention to detail

Communication

Administrative support

Tools

ShareFile

PDF tools

Data rooms

e-bundle creation

Job description

Owen Reed is looking for a Workplace Assistant to join a law firm on a six-month fixed-term contract. This hands-on, department-based role provides day-to-day support to fee earners, PAs and assistants.

Working within legal departments where possible, you will ensure document handling, reprographics, post, stationery, files and workspaces are managed efficiently, allowing legal teams to focus on client work without interruption.

Key responsibilities

Department and document support

• Provide immediate, on-floor support for daily operational and administrative requests.
• Carry out printing, scanning and photocopying, alongside digital tasks including data room creation, e-bundle creation and ShareFile preparation.
• Help colleagues locate and use departmental reprographics equipment.
• Complete department-specific tasks, which may include engrossing documents, sewing wills, organising physical documents and assembling files.

Stationery and print areas

• Monitor and replenish stationery in departmental and shared cupboards, including specialist items.
• Keep printers stocked with paper, toner and staples to minimise downtime.
• Report equipment faults and highlight recurring issues affecting service.
• Keep print hubs, collaboration spaces and filing areas tidy, stocked and ready for use.

Post and couriers

• Process incoming and outgoing post promptly and accurately in line with firm procedures.
• Arrange same-day, wait-and-return, multi-drop, UK overnight and international couriers.
• Prepare packages with the correct labels and documentation, and help colleagues choose the right service for the destination and urgency.
• Scan and distribute incoming courier items, including delivery to departmental Working Paper Boxes where required.
• Maintain accurate electronic tracking and workflow updates.

Files and matter administration

• Create, prepare, update and maintain physical matter files and folders.
• Support fee earners with filing, matter organisation and document-related administration.
• Assist with file closing and prepare completed bundles for transfer to records management in line with firm procedures.

Requests and wider workplace support

• Respond promptly to requests received through your email, direct telephone extension and the communal team inbox.
• Pick up team-wide requests, log tasks in the workflow system and provide clear progress updates.
• Support light workspace tasks, including moving items, replenishing supplies and resetting shared areas.
• Provide flexible cover across Workplace Services when needed, including reception, meeting room setup, mailroom duties, records management and general office housekeeping.
• Assist the Workplace Service Manager with facilities tasks such as reporting reactive maintenance issues and supervising external contractors.

Skills and experience

Essential

• Experience in workplace, office, facilities or administrative support.
• Strong customer service skills and an approachable communication style.
• The ability to manage several requests in a busy department.
• A good understanding of printing, scanning and digital document handling.
• Excellent attention to detail and accuracy.

Desirable

• Experience in a law firm or professional services environment.
• Familiarity with ShareFile, data rooms and PDF tools.
• Awareness of file-closing and archiving processes.
• A basic understanding of health and safety and display screen equipment practices.