Workplace Assistant - 12 month MAT Co in Eastbourne

Location: Eastbourne (required to travel to other locations to cover holiday/sickness)

Reporting to: Workplace Team Leader

Working Hours: 37 hours per week

The team provides truly outstanding client experiences by working as one team. AGS is made up of business professionals who work with legal professionals to provide market-leading expertise to clients. The group includes Finance, Operations, HR, Marketing, IT, Risk and the Executive Leadership team.

The key feature of this role is to provide exceptional client experiences and support for all clients, both external and internal. Successful candidates must be highly organised, enthusiastic, helpful individuals, with a range of client-facing and business-support skills.

What you will be doing:

• Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impression.
• Following the visitor management process and ensuring all requirements are met.
• Liaising with the building reception team as relevant.
• Ensuring meeting rooms, reception area and collaboration spaces are presentable throughout the day/evening.
• Assisting with the moving and organisation of office equipment and meeting room furniture as required.
• Organising and serving catering and refreshments to clients in collaborative spaces and meeting rooms.
• Keeping refreshment areas in client and collaborative spaces well stocked, clean and tidy at all times.
• Maintaining coffee machines, carrying out daily stock ups and weekly deep cleaning.
• Setting up and clearing down meeting rooms, including furniture layout changes and additional equipment required.
• Ensuring meeting rooms and office resource areas are stocked with the correct stationery.
• Setting up required equipment in meeting rooms (e.g., MS Teams or other technical requirements).
• Organising IT team support if required for specific meetings/events.
• Wearing a hands-free headset and answering phone calls within 3 rings.
• Managing meeting room and car park bookings within the relevant app, responding within SLA times.
• Liaising with clients in person or on the phone about their bookings and requirements.
• Reporting to relevant teams any equipment/furniture that requires fixing or replacing.
• Implementing environmental policy within offices and ensuring recycling areas are kept in order.
• Pro-actively ensuring good housekeeping is adhered to throughout the office.
• Identifying any H&S, cleaning or general maintenance issues/hazards and reporting promptly.
• Assisting with the delivery of events both internal and external.
• Copying, printing and scanning documents as requested, ensuring clarity and accuracy.
• Transferring data to and from removable media, cloud-based solutions, document and case management systems.
• Sending outgoing mail and inter-office mail using PPI, DMO or franking machine.
• Distributing incoming/inter-office mail and couriered items, ensuring items are logged in and signed for.
• Hand deliveries and collections as per requests to and from local sites.
• Retrieving and sending files to and from the offsite storage provider and conducting office file audits.
• Arranging outgoing couriers and special deliveries by request.
• Arranging large volume printing, scanning and document finishing work to be sent to other offices.
• Preparing for new starters and leavers with lockers, keys and access as required.
• Ensuring all information displayed in the office is appropriate and up to date.
• Assisting with supervision of external contractors and building management team as required.
• Assisting with facilities-related activities as required, including fire warden and first aid duties.
• Any other duties commensurate with the post.
• Updating notice boards in the office.
• Assisting with new starter induction tours and issuing access control passes.
• Ad hoc duties as required and as requested by line manager.
• Flexibility and preparedness to travel to other locations to help cover duties during sickness or holiday.

What you will need:

• Experience of working in a similar role within professional services.
• Flexibility with working hours is essential to meet the needs of the business.
• Excellent IT skills and ability to use Microsoft Office products and other systems.
• Ability to work well under pressure to meet deadlines while remaining calm and professional.
• Exceptional organisation skills.
• Effective communicator with the ability to build and maintain relationships at all levels.
• An attitude of continuous improvement and an ability to flex and pivot.
• Good attention to detail.

Key competencies you will need:

• Professional presentation of self and the ability to embed the values of our brand.
• Passionate about exceptional client experience.
• A willingness to learn and improve knowledge to deliver the best support for clients.
• Good at using initiative and maintaining a positive attitude to challenges.
• Willingness to support other teams whenever necessary.
• Reliable and punctual.
• Competent at problem solving quietly and discreetly.
• Be a team player and want to make a difference.

Benefits, Agile Working And Additional Information:

We embrace agile working and offer a blended approach to where and how we work. We appreciate that people have different needs and preferences and we’re keen to be flexible. We have hubs across the UK: Birmingham, Bristol, Edinburgh, Leeds, Leicester, Lincoln, London, Milton Keynes, Nottingham, Sheffield, Stratford upon Avon and in the South East; Brighton, Chichester, Crawley, East Grinstead, Eastbourne, Lewes, Seaford, Storrington, Southampton & Tunbridge Wells.

Additional Information: For some vacancies, where we receive high numbers of applications, we may need to bring the close date forward. Confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted.

Equal opportunities: Ampa Group is a committed equal opportunities employer. We seek to attract, develop and retain talented people from diverse backgrounds and cultures. We value and respect individuality and encourage a culture where people can be themselves and be valued for their strengths and experiences.

About Ampa Group: AMP Group is the name behind leading brands like Shakespeare Martineau, Lime Solicitors, Mayo Wynne Baxter, Marrons and more. We bring them together through shared culture, infrastructure and career opportunities – giving our people the freedom to grow, explore and make an impact across a family of ambitious brands.