Office Management Assistant
Based in Edinburgh
JOB PURPOSE
To work as a member of the Office Management team, helping achieve the team's objectives in providing an efficient and effective service to the firm's clients, partners and colleagues.
The Office Management Assistant's responsibilities include but are not limited to:
* Ensuring the firm's incoming and outgoing mail requirements are met.
* Providing a comprehensive reprographics service which includes all aspects of copying, binding, scanning and general presentation of documents.
This is a flexible role that involves supporting all the Office Management functions and requires candidates to be willing to change roles and responsibilities on a regular basis. The successful candidate will be required to work between 7:30am and 6pm.
CORE TASKS
Despatch:
* Sorting, scanning and distributing incoming morning mail in a timely manner.
* Ensuring outgoing mail is ready for collection when necessary.
* Organising deliveries of internal and external courier items.
* Taking hand deliveries when requested.
Reprographics:
* Carrying out general printing / copy requests as efficiently as possible paying particular attention to detail and timescales.
* Scanning of documentation and emailing of files to requestors or importing on to the Document Management System as required.
* Assisting colleagues with copiers / printers.
Security:
* Be aware of Brodies' information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.
General:
* Distributing stationery and paper supplies to locations within the office when requested.
* Regular emptying of all confidential waste bins.
* Ensuring office is well presented at all times.
* Answering client's requests / queries and providing best solutions.
* Liaising with office contractors.
* Assisting with desk set up and office moves.
* Assisting with any ad hoc tasks which may arise in the office.
PERSON SPECIFICATION
* Presents a professional image and provides a high-quality service to clients, internal customers and external suppliers.
* Communicates in a confident, clear and concise manner.
* Willing to be flexible and proactive.
* Ability to deal with constantly changing priorities and deadlines.
* Well organised and capable of working as an individual and as part of a team.
SKILLS
* Prepared, organised and able to prioritise.
* Excellent attention to detail.
* Able to work efficiently and to strict timescales.
* Proficient working with basic Microsoft applications, Outlook, Word and Excel.