The RoleDepartment: Workplace ServicesLocation:Role: Workplace Services / Front of House CoordinatorThe TeamWorkplace Services are dedicated to delivering an exceptional and consistent customer centric service through innovative and sustainable solutions. We have a drive for continuous improvement to ensure the services that we deliver align to the needs of our customers.The RoleTo carry out a range of office service style tasks in support of core Clyde & Co business. Job holders will be required to undertake a range of routine procedures and use associated tools and equipment. Some personal initiative will be required.Working closely and collaboratively with the Property & Facilities Management, Workplace Services and Legal Support teams to deliver a range of client, administrative and team associated services to ensure exceptional client service, both externally and internally.Able to manage shifting priorities whilst maintaining impeccable customer service, the role is focused on providing an exceptional customer journey. Being professional at all times, meeting targets and supporting the office is part of the day-to-day activity.Remaining calm under pressure you will approach demanding situations in an accommodating and diplomatic matter. A self-motivated individual will support their colleagues to deliver seamless customer service and exceed targets.Key ResponsibilitiesProactively assist with the delivery of professional and efficient support services to the office, including but not exclusive to:Play a leading role as an ambassador of Workplace Services and FMAssisting in the day-to-day coordination of office services to include reception, hospitality, switchboard queries, staff welfare, office maintenance, partner supportOversee the reception, meeting rooms and communal areas to ensure high standards are maintainedEnsure the safety and security of visitors and staff including understanding the first aid policies and procedures reporting any incidents as appropriateProvision and control of security access passes in conjunction with the security providerManage and coordinate meeting room requests as per the booking information provided on Condeco, ensuring layout, functionality, equipment, and catering is provided as requestedProactively manage stock levels relating to stationery, refreshments, and catering to ensure adequate stocks and in line with budgetsUndertake general administrative tasks as part of our central administration team, to support the wider needs of the business/partners including the monitoring and actioning of central mailboxes.Support the Property & Facilities team acting as point of contact for any reactive or scheduled maintenance activityBe proactive in logging jobs with the Property & Facilities Helpdesk, following through to resolution, ensuring end users are kept updatedResponsible for issuing purchase orders and the authorisation of invoices and purchase orders within areas of responsibility and in line with budgetsResponsible for coordinating activities on site for new starters ensuring they have the necessary IT and workplace equipment, liaising with the relevant departments as required. Coordinate activities for leavers ensuring all company assets are returnedSupport with any queries relating to direct deliveriesCoordinate with solicitors and facilitate Continuing Professional Development (CPD) training sessions as needed to support compliance and staff developmentResponsible for daily opening and closing procedures of the reception area, ensuring a clean, secure, and welcoming environment by maintaining tidiness, adjusting blinds, and securing storage unitsArranging travel plans for guests / fee earners i.e. taxisOversee the provision of Petty Cash and ensure that the money is accounted for and kept track ofArranging Court RefundsAssist with Client billing and Consumer Protection Code letters each month and ensure they are done within the SLALiaise with external service providers, including counsel and medical experts, to verify banking information for payment processingLiaise with printer company Ricoh when issues arise with printers, order waste toner etcProcessing service invoices to maintain uninterrupted and efficient office operationsCustomer ServiceProvide an excellent service to clients to be recognised as a "go to" personAssist with day-to-day issues and offer assistance and solutions wherever possible, consistently, and appropriately update service users on progress where appropriateAct as a point of contact and interface between facilities, workplace services and legal support as well as other internal departments eg. IT, FinanceSeek opportunities to collaborate with the wider teams to enhance the client experienceWork with the wider team to ensure delivery of agreed KPI's appropriate to the businessDemonstrate flexibility in supporting clients and assisting the wider team as requiredCommunicationCommunicate regularly with the Property & Facilities Management, Workplace Services and Legal Support Managers and staff at all levels to ensure exceptional service.Develop and maintain effective relationships with external service providers to ensure consistent service delivery and uphold organisational standards of professionalism.Essential Skills & ExperienceA competent knowledge of Health and Safety process and proceduresProfessional, with a positive "can do" ethos willing to go the extra mile to deliver exceptional serviceStrong technical skills with the ability to utilise electronic systems and packages to effectively manage day to day tasks to increase efficienciesDemonstrates a willingness to make suggestions in support of a continuous improvement cultureEffectively manages time with the ability to prioritise workload to meet changing needsAbility to work independently in a high-pressure environmentA strong team player with a high degree of initiative and self confidence who understands the need to work collaboratively to deliver services for the benefit of the team/firmStrong attention to detail with the ability to work to tight deadlines, planning and prioritising workload to achieve service deliveryExcellent verbal and written communication skills with the ability to build and maintain constructive and supportive relationshipsTakes ownership to actively develop knowledge and skills, demonstrating a willingness to broaden experience to ensure service deliveryProficient in the use of Microsoft suite packagesStrong oral and written communication skillsThe FirmWhen you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.Our CommitmentClyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process.A Note on PrivacyPlease take a moment to read our privacy notice.. This describes what personal information Clyde & Co (we) may hold about you, what it's used for, how it's obtained, your rights and how to contact us as a data subject.If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.