Owen Reed is looking for a Deputy General Office Supervisor for a top law firm in London.
This is an exciting opportunity for an organised and proactive General Office professional to join a growing and high-performing team. Reporting to the General Office Supervisor, you will play a key role in ensuring the smooth day-to-day running of the General Office function, while delivering exceptional internal client service.
This is a full-time, office-based role.
The Role
As Deputy General Office Supervisor, you will support the supervision and coordination of General Office operations and step up to lead the function in the Supervisor’s absence. You will work closely with Business Services, Reception and wider teams to maintain high service standards across the firm.
Key Responsibilities
Post & Deliveries
* Manage all incoming and outgoing Royal Mail, DX and courier items in line with agile working protocols.
* Ensure the franking machine is maintained and topped up.
* Liaise with suppliers to resolve faults promptly.
Reprographics & Document Services
* Complete printing, copying, scanning and binding tasks efficiently.
* Report and follow up on any equipment issues with maintenance providers.
Stationery Management
* Conduct regular stock checks and place orders as required.
* Ensure adherence to the core stationery list.
* Maintain and replenish stationery points across the office.
New Joiner Support
* Deliver General Office induction sessions in the Supervisor’s absence.
Financial Administration
* Check incoming invoices against agreed terms.
* Code invoices for authorisation within one working day.
KPIs & Reporting
* Maintain accurate records.
* Ensure monthly KPI reports are submitted on time.
Meeting Rooms & Office Environment
* Set up and reset meeting rooms as required.
* Support Reception and wider teams during events.
* Assist with furniture moves, contractor works and space planning.
* Help maintain a clean, safe and professional working environment.
Supervision & Leadership
* Supervise the General Office Assistant in the Supervisor’s absence.
* Coordinate rotas and lunch breaks to ensure adequate cover.
* Maintain service standards across phone, email and Teams communication.
* Escalate any service-impacting issues to the Head of Business Services.
Records Support
* Support on-site and off-site archiving and matter closing processes when required.
Experience & Skills
* Previous experience in a similar role within a law firm.
* Strong organisational and administrative skills.
* Proficient in Microsoft Office (Word and Excel).
* Able to manage demanding manual handling tasks.
* Proven ability to prioritise workload and meet tight deadlines.
* Excellent attention to detail.
* Confident delegating tasks and seeing projects through to completion.
* Commercially aware with the ability to identify and improve processes.
Personal Attributes
* Client-service driven with a professional approach.
* Proactive, decisive and accountable.
* Flexible, cooperative and approachable.
* Reliable with excellent timekeeping.
* Methodical, logical and disciplined.
* Positive “can-do” attitude with strong common sense.