Office Services Assistant, Sydney

This position is responsible for providing proactive front office practice support and administration, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies and procedures.  This includes being a part of a concierge team and supporting all front office related processes from meeting room management, reception duties, supplies and stocks, administrative services to handling phone, mail and couriers.

The Office Services Assistant will take full ownership of the delivery of their key responsibilities detailed below.

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 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
• Provide first level IT support set-up for all guests and staff as required in the client suite and for visitor set-up.  This includes printing set-up, video conference assistance, trouble-shooting IT errors and sourcing assistance as necessary.
• Order supplies, stock and maintain Kitchen/Breakout/ Meeting rooms
• Maintain CC printed stationery supplies
• Manage stationery ordering and restocking in utility rooms

Meeting Arrangements

• Practice/group meetings
• Practice/group training
• Practice/group dinner/lunches/drinks
• Other external/internal meeting arrangements
• Visitor arrangements
• Seminar questionnaire summaries
• External seminar applications
• Catering requirements

Secretarial/Administration Services

• Expense claims
• Phone handling
• Print/copy/bind/mail
• DPU Liaison where applicable
• Bibles
• Document archiving
• CR search
• Update of listing rules where applicable
• Distribution lists/telephone lines update
• Book orders
• Payment requisition
• Calendar management
• Inbox management
• Team coverage as required

BD Support Services

• CV updates
• Tracking BD activities
• InterAction entries
• Assist with coordination and organisation of events
• Inform BD team of the schedules of visiting partners and work with the BD team on the relevant logistics

Travel Arrangements

• Flight bookings
• Taxi bookings
• Accommodation

Projects

• Provide support for Projects as required