Workplace Coordinator

The role

To provide exceptional customer service and foster excellent working relationships with external clients and internal clients/contacts providing a first-class level of service to everyone, showing professionalism and displaying a friendly, helpful disposition both locally and across the firm.

Delivering services to our external clients via reception within the client suite and assisting our internal clients with administrative tasks.

The Property and Workplace Team is the integration of processes within and organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. This encompasses multi-disciplinary activities within the built environment and the management of their impact upon the people and the workplace. Effective workplace management, combining resources and activities, is vital to the success of any organisation.

Shoosmiths is committed to protecting the environment by demonstrating high standards of environmental responsibility in all our operations and minimising the environmental impacts associated with our activities, products, and services. We have set a goal for our operations to achieve net zero status by 2025 and for our entire business to reach net zero by 2024 which will only be achieved with the support of all our employees.

Our Property and Workplace Team play an integral part of achieving these goals by being responsible for Shoosmiths property strategy, space management and contract management.

• Working as part of a team to co-ordinate front of house services
• Professionally and promptly meeting and greeting all clients and visitors including internal clients/visitors from other offices
• Managing and co-ordinating the meeting room booking system whether by email or phone request and ensuring emails are checked and processed throughout the day on a regular basis and in a timely manner
• Managing and co-ordinating all client hospitality and client catering for all types of events which can include early morning breakfast seminars, client and staff lunches and evening events
• Setting up and preparing the meeting rooms in advance of any meetings or events taking place to ensure all audio-visual equipment, furniture requirements and catering is in place, ready and refreshed throughout the event where appropriate
• Meet and greet clients and visitors (internal and external), looking after all their requirements whilst on our premises including organising any ad hoc requests such as photocopying, deliveries, booking taxis, further refreshments
• Organising refreshments, equipment and ordering breakfast/lunch etc as is required by the client/internal client
• Working as part of a team to co-ordinate compliance and H&S tasks
• Completing administrative tasks to include but not limited to invoicing, travel organisation, archiving and general legal office administration
• Responding proactively to telephone / email queries from both internal and external clients
• Scanning correspondence to iManage
• Ordering supplies for the office (e.g. stationery, DSE equipment, first aid supplies)
• Maintaining cleanliness and stock levels within the staff kitchen
• Opening, date stamping and sorting of incoming mail and managing the miscellaneous post process
• Liaising with couriers and post/delivery personnel where necessary
• Sorting outgoing post into DX, Royal Mail, Special Delivery etc., and ensuring the post is ready for collection at the allocated times
• Assisting internal clients with general print and post enquiries
• Collections and deliveries as required - internally and externally, including banking deliveries/picking up last minute lunch requests for client meetings
• Ensuring all office areas are always kept neat and…