Multi Services Assistant

Multi Services Assistant

Salary: £25,250 per annum plus company benefits

Location: Derby, DE1 3WD

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 8.30am-5:00pm, 1 hour unpaid lunch 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 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 responsibilities

• Courteously greet and interact with visitors to the premises
• Deal with any other reception duties as required
• Manage room and hospitality bookings, including setting up rooms
• Arrange hospitality and liaise with onsite cleaning teams
• Supervising and assisting at events (including evening events as agreed overtime)
• Maintaining general stock management of the onsite coffee machines
• Manage desk and room bookings via Condeco, reporting trends to Team Leader and Admin Support Manager
• Deliver an exceptional file management service
• Sort, scan, rename and distribute incoming mail
• Maintain equipment to a good working order and troubleshoot problems, place service calls when needed
• Follow all stock and consumable procedures. Replenish copiers with all consumables
• Prioritise jobs and run them to meet customer requirements and deadlines
• Provide photocopying, scanning, and printing as per customer instructions
• Collect and complete any information required for billing or client charge back data
• Understand and comply with Floor Support corporate standards. Constantly seek ways to improve operations and suggest and implement approved ideas
• Bind final form documents
• Extensive computer and data related tasks
• Usage of internal and external portals/systems
• Deal with any enquires in a prompt and efficient manner
• Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements
• Collect and frank 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

Personal attributes

• Exemplary level of customer focus, with demonstrable experience in staff management in a customer service environment
• Well presented with a professional manner
• Flexible, computer literate and a quick learner
• Confident effective communicator at all levels, both written and oral, with excellent writing and numeracy skills
• Hands on team worker
• High degree of attention to detail, ability to retain high levels of concentration in a busy working environment

Rewards and Benefits

We 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 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 would like to make a reasonable adjustment to enable you to make an interview, please contact us at [email protected] (we do not accept applications to this email address).

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