Reprographics and Mailroom Operator

Reprographics & Mailroom Operator

Salary: £26,962 per annum + 7.5% shift allowance, plus company benefits

Location: 50 Stratton Street, London W1J 8LL

We are moving to a brand new office at 20 Manchester Square, London W1U 3PZ as of 27th May 2025.

Contract: Permanent, full time

Shift details: 37.5 hours per week, Monday to Friday, between 07:00 and 23:00 with a 30-minute unpaid break.

Typical shifts include 07:00–15:00, 08:00–16:00, 12:00–20:00, and 15:00–23:00 on a rotating basis.
Stand By (On-Call) cover may be required, with an incentive provided.

Work model: Fully onsite

Williams Lea seeks a Reprographics & Mailroom Operator to join our team!

Williams Lea is a leading global provider of business-critical support services, known for delivering efficient, technology-enabled solutions to blue-chip clients in investment banks, law firms, and professional services firms. With nearly 7,000 employees worldwide, we focus on providing high-quality, customer-focused services across complex, highly regulated environments.

Purpose of the Role:

We are seeking a detail-oriented and proactive Reprographics & Mailroom Operator to join our workplace services team. In this client-facing role, you will be responsible for delivering high-quality document production, print, and mailroom services within a professional, fast-paced environment. You will play a key part in supporting our clients through consistent service delivery, strong communication, and a thorough understanding of operational workflows.

The ideal candidate will bring previous experience in a reprographics or mailroom setting—preferably within the financial or professional services sector—and will demonstrate excellent IT proficiency, time management, and a client-focused attitude. Success in this role will depend on your ability to prioritise tasks, manage multiple service streams, and uphold service level agreements with professionalism and accuracy.

Key Responsibilities

Reprographics & Print Services

• Produce high-quality printed and finished documents in line with client specifications using high-speed reprographic equipment.

• Monitor and replenish printer consumables, calibrate machines, and ensure optimal equipment performance.

• Prepare documents and files for digital scanning, including the removal of bindings or fastenings.

• Perform document scanning to PDF format using high-speed scanners, ensuring image clarity and file integrity.

• Ensure all reprographics work is completed on time, to the highest quality, and in line with agreed workflows and standards.

• Escalate equipment issues or workflow challenges as per standard operating procedures.

Mailroom & Office Support

• Manage incoming and outgoing mail and packages, including processing via Royal Mail, DHL, and courier services.

• Receive, log, and coordinate dry-cleaning services as required.

• Provide records management support, including file handling and document organisation.

• Assist with stationery management—check stock levels, restock supplies, and log items for order.

• Deliver proactive customer service through the helpdesk hub and one-stop shop support area.

Client Service & Relationship Management

• Build and maintain professional relationships with clients through clear communication and a responsive, service-oriented approach.

• Provide advice on best production methods and cost-efficient solutions where applicable.

• Manage expectations and support resolution of any service-related issues, escalating to management when appropriate.

• Understand the client’s business environment to align services with their objectives and requirements.

• Ensure all work adheres to service level agreements and internal quality standards.

Teamwork & Operational Excellence

• Collaborate effectively with colleagues to deliver a seamless client experience.

• Contribute to a culture of continuous improvement by identifying workflow enhancements and supporting initiatives.

• Maintain a flexible approach to working hours, including participation in a rotating weekend on-call cover schedule.

• Perform additional administrative or operational duties as requested by management.

Key Competencies & Skills

• Previous experience in a reprographics, print, or mailroom role, ideally within a corporate or financial services environment required

• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams) with confidence using reprographic and scanning systems .

• Knowledgeable about routine maintenance and upkeep of equipment.

• Willing to learn or have previous experience with records management tool.

• High attention to detail and quality assurance in document production.

• Excellent time management skills with the ability to meet tight deadlines and prioritise multiple tasks.

• Strong communication and interpersonal skills, with a professional and courteous approach to client service.

• Ability to work both independently and collaboratively within a team environment.

• A proactive, solution-focused attitude with a commitment to continuous improvement.

• Client focused approach to provide our high standard of service required.

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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