Job Description
We expect you to aspire to deliver the highest standards of customer care to your colleagues, fee earning and otherwise. You will strive to make every interaction with your area of service as easy as possible, proactively anticipating requirements, suggesting solutions and removing friction, wherever it arises. You will take personal responsibility for ensuring that any service issues are resolved as quickly as possible and will take full ownership of these issues. You will support our shared success model, recognising that exceptional client service relies on us all succeeding, both individually and as a team.
This position is responsible for providing proactive facilities, front of house management and practice support and administration, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies and procedures. This involves being responsible for the Firm's Perth facilities, supporting all front of house related processes from office supplies and stocks and administrative services.
The Facilities and Administration Coordinator will take full ownership of the delivery of their key responsibilities detailed below.
Facilities
Ensure office premises are in good order and well maintained.
Manage and process maintenance requests (TSRs) with building management and arrange repairs and maintenance as required.
Liaise with building management as required.
Oversee and report security issues.
Organise facility services such as:
TSRs.
Loading dock.
End of trip/bike rack access.
Base up parking bookings.
Coordinate small inhouse events with the local Business Development team and Practice Support Coordinators.
Assist the National Events Coordinator with large local events.
Facilities tours for new starters.
Management, recording and distribution of office access cards.
Ensure the office equipment is functioning and well maintained (Including photocopiers, coffee machines etc.) as well as IT/VC equipment in the back of house meeting rooms.
Order supplies, stock and maintain Kitchen/Breakout/ Meeting rooms.
Assist with ordering of CC printed stationery supplies.
Manage stationery ordering and restocking of utility room.
Represent Clifford Chance in the capacity of Fire Warden and First Aid Officer and attend associated training.
Concierge
Greet all visitors to the office and ensure the correct recording of visitor details and where required that the appropriate prerequisites have been complied with (as in the case of contractors). Ensuring that all visitors are welcomed, and their individual requirements are attended to.
Arrange visitor and new starters desk allocations.
Act as a point of liaison to assist in outsourced external services such as copy / print production / couriers.
Handle and manage all concierge phone calls, emails and requests, both internal and external.
Manage Front of House room bookings and associated requirements such as catering etc.
Provide first level IT support set-up for all guests and staff as required in Front of House and for visitor set-up. This includes printing set-up, video conference assistance, trouble-shooting IT errors and sourcing assistance as necessary.
Restaurant bookings (work related).
Inform the Business Development team of the schedules of visiting partners and work with the BD team on the relevant logistics.
Administration Services
Coordinate expense claims and invoice processing with the Global Business Support Team (GBS).
Flight and accommodation bookings, ensuring travel profiles are up to date.
Phone handling.
Support the Practice Support Coordinators with printing, copying, binding and mail.
Production of bibles.
Document archiving.
Aus Reception Inbox management.
Projects
Provide support for Projects as required.
Qualifications
Proven experience in an administrative role, preferably within a legal or professional services environment.
Excellent organisational and time-management skills.
Strong written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to handle sensitive information with discretion and maintain confidentiality.
Strong attention to detail and accuracy.
Ability to work independently and as part of a team.
Flexibility and adaptability to manage changing priorities.
Company Description
Clifford Chance is one of the world's leading law firms, helping clients achieve their goals by combining the highest global standards with local expertise. The firm has unrivalled scale and depth of legal resources across the three key markets of the Americas, Asia and Europe and focuses on the core areas of commercial activity: capital markets; Corporate and M&A; finance and banking; real estate; tax, pensions and employment; and litigation and dispute resolution.
Alongside world-class legal careers, Clifford Chance offers excellent opportunities in the functions that underpin its business operations. By joining us in the Business Professionals Team, you will help us innovate in the way we deliver our services and enable us to run a successful multinational business that never stands still. Business Professionals are integral to the running of the firm and are critical to its success.
Additional Information
Equal opportunities statement
At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.
We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.
We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.
Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm.
Find out more about our inclusive culture here.
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