Workplace Services Assistant

Job description

The Role Working closely and collaboratively with the MEA Workplace Services Operations Manager to deliver a range of client, administrative and facilities and workspace associated services to ensure exceptional client service, both externally and internally. The main responsibilities will include carrying out front of house reception duties, overseeing postal services, stationery, records management, managing and facilitating hospitality and meeting requests and general office related administrative tasks as required to ensure service delivery. Monitoring services provided by outsourced suppliers/vendors in line with the agreed service level agreements, supervision of third-party contractors, managing facilities services, Health and Safety compliance and correct use of office space for staff. Duties will include all the above to deliver a process driven environment to clients to ensure their needs are met and the business is presented in a professional manner. The role will report to the MEA Workplace Services Operations Manager. Key responsibilities Proactively assist with the delivery of professional and efficient support services to the Cairo clients, visitors, fee earners, staff, including: Reception Answer incoming calls in a polite, efficient, and professional manner; accurately record and relay messages in a timely fashion. Welcome clients courteously upon arrival; issue visitor passes, offer refreshments, and promptly inform the relevant Partner. Clients should always be given priority over couriers or other visitors. Liaise with the IT Manager regarding any IT or telephone issues, and provide advance notice of any scheduled power shutdowns. Receive and dispatch documents via courier, ensuring accurate tracking using online systems. Assist with queries related to couriers and direct deliveries. Support and resolve queries regarding inbound and outbound postal processes. Maintain a tidy Reception and waiting area, ensuring newspapers and reading materials are available and presentable. Manage and coordinate meeting room bookings via Eptura, ensuring room setup, equipment, and catering meet specified requirements. Sort and process incoming mail, date-stamping and logging it in Excel, and ensuring timely delivery to the correct case handlers. Schedule and coordinate video conference bookings, ensuring IT systems are activated and functioning as required. Office Administration Co-ordinating with the relevant travel agents to assist team members with visa requirements, travel arrangements, and accommodation bookings. Maintaining up-to-date records of travellers’ personal details, including exit visas, identification documents, and passport expiry dates. Assisting with scanning, photocopying and printing documents. Support the Legal Support Team in handling hard copy and original documents delivered to the office to ensure all necessary actions are taken to ensure compliance with records management procedures and policies, recording the accurate movement of all records and providing a complete audit trail. Coordinate the allocation and collection of IT equipment for new joiners, existing employees, leavers and individuals requiring replacement or additional equipment. Workplace Services Co-ordination Support the day-to-day running of the office, ensuring the workplace is clean, tidy, safe and ready for colleagues and visitors. Carry out regular floor walks, checking meeting rooms, toilets, kitchen and pantry areas, repro points and other communal spaces to ensure standards are maintained. Identify maintenance, cleaning, temperature, lighting, furniture or general workplace issues and take appropriate action to have them resolved. Maintain an up-to-date tracker of maintenance and facilities issues, ensuring items are logged, regularly followed up with the relevant service provider and progressed through to resolution. Liaise with building management, contractors and service providers to support day-to-day maintenance and operational requirements. Ensure meeting rooms and communal areas remain clean, presentable and appropriately set up throughout the working day. Monitor stock levels for stationery, refreshments, catering supplies and other workplace consumables, arranging replenishment as required. Receive workplace-related deliveries and ensure items are appropriately stored or distributed. Assist with workstation, desk and furniture requirements for new joiners, leavers and internal moves, keeping desk and seating information up to date. Carry out routine Health & Safety checks as part of regular floor walks, reporting hazards, defects or concerns and following up on the actions required. Check first aid boxes and other workplace safety equipment regularly, arranging replenishment or reporting issues where necessary. Promptly report workplace incidents, urgent facilities issues or operational concerns and assist with coordinating the appropriate response. Support the MEA Workplace Services Operations Manager with office moves, space changes and other Workplace Services initiatives as required. Maintain positive working relationships with colleagues, building management, contractors and service providers. Take ownership of day-to-day workplace issues, following them through to resolution and helping ensure the office continues to operate smoothly and professionally. Maintain an accurate and up-to-date inventory of all office equipment and IT assets, including laptops, desktops, monitors, mobile phones, printers, docking stations, headsets, keyboards, mice, chargers and other IT accessories. Communication Communicate regularly with the Team Leader and Workplace Services Managers and staff at all levels to ensure exceptional service. Essential Skills & Experience A competent knowledge of Health and Safety process and procedures Professional, with a positive “can do” ethos willing to go the extra mile to deliver exceptional service. Strong technical skills with the ability to utilise electronic systems and packages to effectively manage day-to-day tasks to increase efficiencies. Demonstrates a willingness to make suggestions in support of a continuous improvement culture. Effectively manages time with the ability to prioritise workload to meet changing needs. Ability to work independently in a high-pressure environment. A strong team player who understands the need to work collaboratively to deliver service for the benefit of the team/firm. Strong attention to detail with the ability to work to tight deadlines, planning and prioritising workload to achieve service delivery. Excellent verbal and written communication skills with the ability to build and maintain constructive and supportive relationships. Takes ownership to actively develop knowledge and skills, demonstrating a willingness to broaden experience to ensure service delivery. Proficiency in the use of Microsoft Suite packages. Strong oral and written communications skills. Self-motivated and systematic This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right, in its sole discretion, to add or subtract duties and responsibilities as it deems necessary. The Firm When 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 Commitment Clyde & 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 Privacy Please 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.