Office Administrator/Receptionist

Office Administrator/Receptionist

Salary: Competitive, plus company benefits

Location: Southampton, SO15 2BG

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 9am-5:30pm with 1 hour lunch break

Work model: Fully onsite

Williams Lea seeks a Office Administrator/Receptionist to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role

The Office Administrator/Receptionist will perform practice support operations requested by Partners, Fee Earners and colleagues without direct supervision. This includes, file opening/closing, Indexing and bundling, data room management, AML and conflict checking, filing, archiving and deeds management and other duties as required.

Practice Support Assistants are accountable for establishing and maintaining an ongoing service based relationship with all service requestors and will be able to recognise and translate customer needs and expectations into a responsive service.

Key responsibilities

• File opening (including conflict searches and AML documents)
• Data room management
• Creating bundles/e-bundles (paginating, indexing and bookmarking)
• Delivering an exceptional electronic and hard copy file management service
• Uploading documents to portals and send enclosures to experts
• Updating CRM databases
• Returning or adding documents to existing client files
• Working with the practice management system to log and record documents
• Handling and administering closed files as requested
• E-Filing and file housekeeping
• Uploading and downloading documents from client management system
• Encrypting, creating and downloading information from disks
• Taking screenshots from disks to save to client management system
• Understanding and processing of principle documents
• Prioritising jobs and running them to meet customer requirements and deadlines
• Utilising appropriate paperwork for all work
• Ensuring that job requests are tracked on system properly before beginning new request
• Understanding and complying with corporate standards. Constantly seeking ways to improve operations and suggesting and implementing approved ideas
• Using of internal and external portals/systems
• Dealing with any customer enquires in a prompt and efficient manner
• Accepting requests for Williams Lea work, notifying customers of estimated completion time as appropriate and in line with service level agreements
• Communicating with internal and external customers on job or deadline issues

Personal attributes

• Prior admin experience and reception experience is essential
• Exceptional standard of written and verbal communication
• Must be able too learn and adapt quickly, and are able to absorb information in a useful way
• Take ownership of tasks with minimal supervision and follow through to completion
• Solutions focused
• Proficient multi-tasker
• Competent with the Microsoft Office suite

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com.

Job Types: Full-time, Permanent

Pay: £25,000.00 per year

Benefits:

• Company pension
• Cycle to work scheme
• Employee discount
• Gym membership
• Life insurance
• Private dental insurance
• Private medical insurance
• Referral programme
• Sick pay

Schedule:

• Day shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Southampton, SO15 2BG: reliably commute or plan to relocate before starting work (required)

Experience:

• Administrative experience: 1 year (preferred)
• Front desk: 1 year (preferred)

Work Location: In person

Reference ID: R241001136