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Premises, Client & Office Services Administrator 12 Month FTC

Premises, Client & Office Services Administrator 12 Month FTC

Addleshaw GoddardGB
12 days ago
Job type
  • Full-time
  • Temporary
Job description

PURPOSE OF THE ROLE

Due to the ongoing growth and success of the firm, we are looking to recruit a dynamic and proactive individual to join our Premises, Client & Office Services (PCOS) function in a key administrative role.

Working with a variety of colleagues across PCOS function and wider firm, you will play an essential role in handling all administrative aspects of Premises management, while also supporting with broader team projects and initiatives.

This is a fantastic opportunity to work closely with a collaborative team, supporting the efficient delivery of services across the business. This role is based in Leeds, with travel to wider AG offices as required.

THE TEAM

  • The Premises, Client & Office Services team is responsible for AG's network of offices and the services that operate within them. The PCOS function provides a comprehensive facilities management service that encompasses various areas such as building management, cleaning, front of house, health and safety, environmental management, travel, office operations, secretarial, catering, and leads on office move and refurbishment projects.
  • We provide comprehensive support to the entire firm, catering to all members of staff across our global portfolio as well as any visitors to our offices. Our services are designed to efficiently meet the needs of our internal stakeholders, ensuring a seamless experience for both our employees and any guests visiting our offices worldwide.
  • We take great pride in our people-focused approach and the exceptional quality of our service delivery. This commitment to prioritising the needs and satisfaction of our employees, as well as our dedication to delivering top quality services, sets us apart from others in the industry.

WHAT TO EXPECT IN THIS ROLE

The following list is not exhaustive but gives a flavour of the duties the Premises, Client & Office Services Administrator will undertake :

  • Ensures the function's administration runs smoothly, providing day to day support for all aspects of the function's remit.
  • Maintains and administers information in relation to the firm's premises including monthly headcount, service charge, rent and rating information as required
  • Organises, collates and manages required information reporting, distributing to key stakeholders as required on a monthly basis
  • Manage all administrative processes for the function including organisation of meetings (internal and external), liaising with key contacts, booking rooms, travel and hospitality as required
  • Attend, minute and circulate actions from meetings.
  • Maintains files and records with effective filing systems utilising the relevant workspaces
  • Co-ordinates relevant elements of the New Starter on-boarding process and Leaver exit process (including coordination and administration of the firm's desk booking system)
  • Administration of the procurement of PCOS related items and services in line with the firm's procedures
  • Validation of supplier payments in accordance and where required maintaining accurate records of expenditure
  • Maintains PCOS invoice recording and project budget models and raising PO requests for the relevant areas of the function
  • Supports the firm's Health & Safety Manager with administration of health and safety processes.
  • Provides travel administration support, escalating issues to the firm's travel management company
  • Provides administration support in relation to insurance renewal process, and business rates.
  • Adheres to the firm's risk and compliance policies and procedures and raises any issues or queries promptly with the immediate line manager
  • Prioritises own workload and multi-tasks as appropriate
  • Successfully completes, on time, all compulsory firm training

    • KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED (BESPOKE TO ROLE)

  • Previous experience working in an administrative role, ideally (but not essential) within a corporate environment
  • The ability to work at pace, managing and prioritising conflicting deadlines. Promptly responding to queries, addressing concerns, and taking the initiative to anticipate additional needs.
  • Experience building rapport and trust with stakeholders of all levels to enhance communication with the wider firm and create a supportive and productive work environment.
  • Be a collaborative team player

    • Highly computer literate with Microsoft Office packages (Word / Excel / PowerPoint)

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