Office Services Clerk

Office Services Clerk
5 days in the office
9:30 am – 5:30 pm

Owen Reed is looking to recruit a motivated Office Services Clerk for a top law firm in London.

The Office Services Clerk is a key member of the support services team responsible for ensuring exceptional client and guest experience at the London office. This role requires superior communication and interpersonal skills and is the initial point of contact for clients, guests, and visitors. The Office Services Clerk also manages a variety of office services functions, including reception duties, mail handling, document management, and conference room coordination. Success in this position is defined by the ability to uphold the professional image of the Firm while performing multiple tasks with efficiency and attention to detail.

Duties and Responsibilities: Office Services Clerk – Essential Functions

• Promote and model courteous service in a prompt and efficient manner.
• Maintain positive relationships with internal and external clients through professional and honest interactions.
• Respond to client requests quickly and professionally, recognizing that each request serves a client or Firm need.
• Take ownership of reception and office services, providing a positive and welcoming impression to visitors, callers, and clients.
• Ensure that all messages, calls, and deliveries are forwarded accurately, promptly, and with the appropriate level of detail.
• Apply strong interactive skills to provide seamless and positive reception and conference services for all visitors, clients, attorneys, and staff.

Specific Responsibilities: Mail and Package Handling:

• Sort incoming and outgoing mail.
• Distribute mail and packages to appropriate individuals or departments.
• Prepare and send courier packages.

Reception Duties:

• Greet clients and visitors and direct them appropriately.
• Answer and forward phone calls.
• Manage the reception area to maintain a professional and organized appearance.

Filing and Document Management:

• Organize and maintain physical and electronic filing systems.
• Retrieve and file documents as needed.
• Assist with document scanning and copying.

Office Supplies Management:

• Monitor and restock office supplies.
• Place orders for office materials and equipment.
• Track inventory levels.

Conference Room Management:

• Schedule and prepare conference rooms for meetings.
• Ensure all necessary equipment (e.g., projectors, teleconferencing tools) is set up and functioning.

Assistance with Legal Documents:

• Assist legal professionals with assembling, binding, and formatting legal documents.
• Proofread and edit documents for formatting and consistency.

Data Entry:

• Input data into computer systems or databases.
• Maintain accurate records of client information, billing, and other relevant data.
• Expense reimbursement.

Photocopying and Scanning:

• Make photocopies of documents as requested.
• Scan and digitize documents for electronic storage.

Administrative Support:

• Provide general administrative support to lawyers, paralegals, and other staff members.
• Assist with filing court documents or other legal paperwork.
• Manage appointments and scheduling for attorneys.

Assisting with Office Maintenance:

• Report and coordinate repairs and maintenance for office equipment.
• Help ensure the office is clean and well-organized.

Compliance and Record-Keeping:

• Ensure compliance with document retention policies.
• Maintain confidentiality and security of sensitive legal information.

Work Experience, Skills, and Abilities:

The ideal candidate is service-oriented, holds high personal standards, and can manage relationships while working collaboratively in a fast-paced environment. – 2-4 years of reception or office services experience required. – Previous law firm experience required. – Strong ability to multitask and manage multiple priorities in a dynamic environment. – Superior communication and interpersonal skills, both written and oral. – Proficient in Microsoft Office (Word, Excel, Outlook) and general office equipment. – Ability to maintain professional appearance and demeanor. – Strong attention to detail, organizational skills, and ability to maintain confidentiality.

Educational Requirements:

A-Levels or equivalent

Working Conditions:

This position works in a professional office environment and is required to sit and/or stand for prolonged periods of time. The Office Services Clerk must handle a variety of office equipment, including telephones, copiers, scanners, and computers. During periods of heavy workload, this position may require work before or after scheduled hours, as well as on weekends.

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