Workplace Services Coordinator - 6 Month Fixed Term Contract

Osborne Clarke; Bristol; On-site; GBP 25,000 - 35,000; Full time

Job summary

A forward-thinking company is seeking a Workplace Services Coordinator for a 6-month fixed-term contract. This role is pivotal in delivering exceptional service to internal customers, focusing on both physical and digital mail processes. You will handle incoming and outgoing postal duties while supporting boardroom management and ensuring compliance with service level agreements. The ideal candidate will possess high IT proficiency, excellent attention to detail, and a proactive attitude. Join a dynamic team in a vibrant office environment and contribute to continuous improvement initiatives.

Qualifications

• High proficiency in Microsoft applications and strong attention to detail.
• Self-motivated with excellent organisational and communication skills.

Responsibilities

• Handle daily post processing and maintain audit trails for Digital Mail.
• Provide professional support and ensure timely accessibility of post.

Skills

IT proficiency in Microsoft applications

Attention to detail

Organisational skills

Effective communication

Customer service awareness

Adaptability to change

Problem-solving

Job description

Role profile

We have a great opportunity for a Workplace Services Coordinator on a 6-month fixed-term contract, supporting our Workplace Services Team in delivering a 5-star service to internal customers.

The role is based on-site at our central Bristol office, providing cover between 8am and 5pm, with potential visits to other UK offices.

The Role:

You will primarily focus on physical (including but not limited to incoming & outgoing post) and Digital Mail processes.

Ensure efficient, confidential, and accurate handling of electronic and physical post records.

Perform incoming and outgoing postal duties, support boardrooms and building management, and provide professional support to OC and Business Services.

You will receive training for various IT systems, First Aid, Fire Marshal responsibilities, Evac Chair, IOSH Working Safely, and Manual Handling.

Key Responsibilities:

1. Handle all aspects of daily post processing as per operating procedures.
2. Maintain audit trails and ensure records are up-to-date for the Digital Mail System.
3. Ensure post is accessible to requestors promptly, maintaining timely post availability.
4. Respond to requests and queries per SLAs, including mail investigations and original requests.
5. Batch, scan, and process incoming post; handle subsequent queries and maintain records.
6. Manage outgoing post via Royal Mail and couriers.
7. Perform administrative tasks related to all areas and handle mailbox queries.
8. Assist with desk duties, switchboard cover, meeting room bookings, emails, and room moves/events for boardroom support.
9. Support day-to-day operations, management, and ad-hoc tasks of Workplace Services.
10. Provide a welcoming and professional customer experience, fostering strong relationships.
11. Maintain cleanliness and liaise with Landlord Agents for building systems and common areas.
12. Undertake any additional duties required by the business.
13. Actively manage personal training and development opportunities.
14. Ensure compliance with SLAs and strive for continuous improvement.
15. Foster positive internal and external client relationships.

We are looking for someone with:

• High IT proficiency in Microsoft applications and scanning.
• Excellent attention to detail.
• Self-motivated and proactive attitude.
• Strong organisational and effective communication skills.
• Customer/business service awareness, with the ability to interact with various stakeholders.
• Adaptability to change and contribution to continuous process improvement.
• Ability to resolve issues quickly and accurately.
• Informed decision-making and responsibility for outcomes.
• Supportive attitude towards colleagues to meet client needs.

Salary and benefits

We offer competitive salaries and generous benefits. We value the health and wellbeing of our people, supported by a wide range of initiatives and benefits.

Our recruitment process

If you would like further information about this role or the firm, we would be delighted to hear from you. Please contact, in complete confidence, Tim Jenkins (Recruitment Advisor) at 0117 917 3666 or email [e-mail].

Please note that although we include closing dates as a guide, we review and process applications on a rolling basis. Osborne Clarke does not use automated decision-making in recruitment.

We are committed to providing an environment where you can perform to the best of your abilities at every stage of your recruitment experience and beyond. If you require any adjustments during the application, interview, or employment process, please let us know in confidence.

About Us

Osborne Clarke is an international legal practice with over 330 Partners and more than 1,260 talented lawyers across 26 locations*. Our sector-based approach helps clients tackle current issues and prepare for future challenges, providing comprehensive and commercial advice. We enjoy working closely with clients on innovative deals, products, and solutions that transform their businesses, markets, and sectors. Our approachable culture is fundamental to our success.

We value diversity and encourage applicants from all backgrounds. We aim to create an environment where everyone can be themselves and belong. Our interest groups and diversity networks, along with our great teams, contribute to this inclusive culture.

*Services in India are provided by a relationship firm.