Workplace Assistant

Workplace Assistant Ampa Group Services (AGS) is part of a Top 55 law firm that combines creativity, commerciality, and clarity, working with blue-chip companies, leading organisations, high street brands and individuals across the country.The Workplace team provide truly outstanding client experiences, AGS is made up of business professionals who work with our legal professionals to provide market-leading expertise to our clients.What will you be doing? Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impressionFollowing the visitor management process and ensuring we meet all the requirements necessaryLiaising with the building reception team as and where relevantEnsure the meeting rooms, the reception area and collaboration spaces are presentable throughout the day/eveningAssist with the moving and organisation of office equipment and meeting room furniture as and when requiredOrganising and serving catering and refreshments to clients in our collaborative spaces and meeting roomsEnsuring the refreshment areas in the client and collaborative space is kept well stocked, clean and tidy at all timesFollow procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning. Setting up and clearing down meeting rooms, including furniture layout changes and any additional equipment requiredEnsure meeting rooms and office resource areas are stocked up with the correct stationarySetting up the required equipment in the meeting rooms i.e., MS Teams or other technical requirementsOrganise IT team support if required for a specific meeting/eventWearing a hands-free headset, and answering ‘phone calls within 3 ringsResponsible for managing the meeting room and car park bookings within the relevant app, responding within our SLA timesLiaising with clients either in person on the ‘phone about their bookings and requirementsReporting to the relevant team(s) any equipment/furniture that requires fixing or replacingAssist with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labelling in placePro-actively ensure good housekeeping is adhered to throughout the office, kitchens stocked and tidyIdentify any H&S, cleaning or any general maintenance issues/hazards and report promptlyAssisting with the delivery of events both internal and externalCopying, printing and scanning documents as requested. Ensuring pages are clear legible and accurate and correct finishing options are applied including editing and enhancing of documents where requiredTransferring of data to and from removable media, cloud based solutions, document and case management systemsSending outgoing mail and inter-office mail using PPI, DMO or franking machine ensuring outgoing mail is ready for collection at the agreed timesDistribution of incoming/inter office mail and couriered items, ensuring items are logged in and signed forHand deliveries and collections as per requests to and from local sites including filing documents at courtRetrieving and sending files to and from the offsite storage provider and carrying out office file audits at regular intervalsArrange outgoing couriers and special deliveries etc. by request, ensuring relevant details are recorded for charging and auditing purposesArrange for large volume printing, scanning and document finishing work to be sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progressPrepare for new starters and leavers with lockers, keys and access as requiredEnsure all information displayed in the office are appropriate and up to date at all timesAssist with supervision of any external contractors and building management team as requiredAssist with any facilities related activities as required including fire warden and first aid dutiesAny other duties commensurate with the postEnsure all information displayed on the notice boards in the office are updated and relevantAssist with new starter induction tours, issuing access control passesAd hoc duties as required and as requested by line managerFlexible , and prepared to travel to other locations to help cover duties during sickness or holidayWhat will you need: Experience of working in a similar role within professional servicesFlexibility with working hours is essential in order to meet the needs of the businessExcellent IT skills and ability to use Microsoft Office products and other systems which support efficient operations of the teamAbility to work well under pressure to meet deadlines, whist remaining calm and professionalExceptional organisation skillsEffective communicator with the ability to build and maintain relationships at all levelsAn attitude of ‘continuous improvement’ and an ability to flex and pivot in order to always strive for betterGood attention to detailKey competencies you will need: Professional presentation of self, and the ability to embed the values of our brand in all that you doPassionate about exceptional client experienceA willingness to learn and improve your own knowledge in order to deliver the best support for our clientsGood at using your own initiative and a positive attitude to challengesWillingness to support other teams whenever necessaryReliable and punctualCompetent at problem solving quietly and discreetlyBe a team player and want to make a differenceWe embrace agile working and offer a blended approach to where and how we work.Read more about MWB's fantastic benefits!We appreciate that people have different needs and preferences, and we’re keen to be flexible, after all, we value what you do, not where you do it.We have offices in hubs in Crawley, East Grinstead, Lewes, Brighton, Eastbourne, Seaford, Peacehaven, Storrington and ChichesterWe encourage people from all backgrounds to apply to join our team. We seek to engage a diverse workforce, focusing on inclusivity and fair treatment for all.We oppose all forms of discrimination and promote equality of opportunity in everything we do.We can make reasonable adjustments for applicants and employees with a disability so please let us know about any specific needs and requirements you have.