Office Administrator – Ampa – Legal & Professional Services
Location: Nottingham
Reporting to: Workplace Team Leader
Working Hours: 37 hours per week
Team overview: The firm delivers exceptional client experiences across legal, finance, HR, IT, risk and executive leadership teams.
Role overview: Provide outstanding client experiences supporting all internal and external clients. Highly organised, enthusiastic, helpful individuals with a broad range of client‑facing and business support skills.
Key responsibilities
* Meet and greet visitors, creating a strong first impression.
* Follow visit‑management process and liaise with building reception.
* Maintain reception, meeting and collaborative spaces; ensure cleanliness and presentability.
* Assist with moving and organising office equipment and meeting‑room furniture.
* Provide catering, refreshments and maintain stock in client spaces.
* Run coffee‑machine maintenance, stock and weekly deep cleaning.
* Set up and clear meeting rooms, including furniture layout and equipment.
* Stock meeting rooms and office resources with correct stationery.
* Set up technical requirements (e.g., MS Teams) for meetings.
* Coordinate IT support for meetings/events.
* Answer phone calls within three rings and manage headset.
* Book meeting rooms and car‑park within the app; respond within SLA.
* Communicate with clients about bookings and requirements.
* Report equipment/furniture issues for repair or replacement.
* Support environmental‑policy implementation, recycling, labelling.
* Maintain housekeeping, kitchens and office stock.
* Identify health & safety or cleaning hazards and report promptly.
* Assist with internal and external events.
* Print, copy, scan, edit documents as requested; ensure accuracy.
* Transfer data and media including cloud solutions and document‑management systems.
* Handle outgoing mail via PPI, DMO or franking machine.
* Distribute incoming and couriered items, ensuring proper logging.
* Deliver and collect items to/from local sites, file court documents.
* Retrieve and forward files to/from off‑site storage; conduct file audits.
* Arrange outgoing couriers, special deliveries, and large‑volume printing/scanning.
* Prepare new‑starter and leaver paperwork, keys and access controls.
* Display up‑to‑date information on office notice boards.
* Supervise external contractors and building management as needed.
* Assist with fire‑warden, first‑aid duties and other facilities tasks.
* Perform any other duties commensurate with the role.
* Provide ad‑hoc support as requested by line manager.
* Flexible and willing to travel to other locations for coverage.
Skills & experience
* Experience in a similar role within professional services.
* Flexibility with working hours to meet business needs.
* Exceptional IT skills; proficiency with Microsoft Office and other operational systems.
* Ability to work under pressure while remaining calm and professional.
* Excellent organisational skills.
* Effective communicator, building relationships at all levels.
* Continuous‑improvement attitude and adaptability.
Key competencies
* Professional presentation and embodiment of brand values.
* Passion for delivering exceptional client experience.
* Willingness to learn and improve for client support.
* Positive initiative and proactive attitude.
* Team player, supportive of other teams.
* Reliable and punctual.
* Problem‑solving quietly and discreetly.
* Desire to make a difference.
Benefits & working style
We offer a blended agile working approach, flexible hubs across the UK, and a focus on supporting each person’s needs. We value your contribution, not just the location of your work.
Equal Opportunities
Ampa Group is a committed equal-opportunities employer. We value diversity and encourage an inclusive culture that respects individuality.
All applicants will undergo background checks upon offer acceptance.
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