Office Coordinator

Working in Sheffield to provide a comprehensive and quality office manage and PA/secretarial service to the legal advisers and Estates Management Team. This role requires proactive thinking, exceptional organisation and the ability to use one's initiative to support the needs of the Sheffield team, including providing administrative support and being responsible for office administration for the Sheffield office. This role allows for flexible working allowing the successful candidate to split their time in the office over 4 or 5 days and can allow for flexibility as to how many hours are spent in the office each day (although attendance at the office for core hours is expected). Exact detail of days and working hours to be discussed at interview stage. Main responsibilities This role includes but is not limited to the following: -

• Receiving and distribution of post inclusive of filing incoming and outgoing post and correspondence, including going to the post office.
• Preparation and processing of expense claims.
• Scanning correspondence and documents and saving and filing these correctly.
• Organising and storing deeds appropriately.
• Welcoming and dealing with visitors to the office (scheduled and unscheduled).
• Preparing meeting rooms for client meetings and receiving clients and visitors to the office.
• Ordering and maintaining supplies, including loading and emptying dishwasher.
• Cheque requisitions and financial payments on files.
• Undertaking all client filing management and archiving tasks.
• Opening and closing client files in line with best practice.
• Liaising with IT on any relevant issues affecting the office.
• Ensuring stationery and sundry items are appropriately stocked.
• Collecting refreshments for the office on a weekly basis from a local supermarket.
• Liaising with the Estates Management team in coordinating contractors required to visit the office- fire alarm testing, monthly maintenance check and IT equipment checks etc.
• Organising travel arrangements, hotels etc. inclusive of bookings for legal advisors.
• Diary management acting proactively where possible and highlighting diary clashes.
• Typing reports, file notes, attendance notes and other basic correspondence.
• Preparation of draft emails and correspondence for approval.
• Undertaking all money laundering compliance on new client inception.
• Undertaking all conflict check compliance on new matter inception.
• Dealing with financial transactions on files (sending and receiving monies, preparing indents).
• Providing additional secretarial support when required in team to cover holidays, sickness, absence.
• Collation and sending out of client monthly reports.
• Updating Interaction with client contact details.
• Dealing with routine enquiries, answering the telephone and communicating effectively and confidently with clients both over the telephone and at times in person.
• Business development: working with the team to look after and develop Client relationships
• Preparing enclosures ready for signing and sending out with the post.
• Organising meetings and events internally and externally ensuring best use of the Partners time.
• Assisting with various other tasks as required
  
  Be self-motivated and able to work alone and within a team - the role does involve working without supervision to a high standard (but all necessary training and support will continue to be provided)
• Excellent and accurate keyboard skills required.
• Good working knowledge of various applications - word, outlook, digital dictation (power point and excel helpful but not a necessity).
• Friendly, positive attitude and enthusiastic
• Ability to maintain high standards whilst carrying out day to day tasks around the office
• Taking care and attention in relation to all correspondence and documentation.
• A methodical and organised approach with keen attention paid to every detail.
• Good organisational skills to ensure that the tasks are effectively scheduled within working time available, and that urgent work is completed and returned within the specified timescales.
• Pleasant friendly manner to deal with internal and external calls and visitors and clients politely and efficiently.
• A friendly and helpful approach when dealing with various people who may pose you with queries and problems that may arise throughout the day.
• Ability to prioritise, be organised and efficient.
• Flexible with the ability to adapt to change, new practices, cope under pressure and meet tight deadlines.
• Excellent presentation skills reflected in their work
• Excellent communication skills and telephone manner.
  
  Shoosmiths is the law firm clients choose for excellent service, incisive thinking and above all for our ability to focus on what matters. From offices across the UK and Brussels, we support some of the world's most exciting and ambitious businesses; amazing clients making an impact. We empower our people to be their authentic selves and deliver together in supportive teams committed to excellence and innovation. The first top 50 law firm to achieve 'Platinum Standard' Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm., Our approach to our people is underpinned by our approach to diversity, inclusion and well-being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognises and nurtures talent, and has a strong sense of community between colleagues.
  
  We have an outstanding benefits package to complement our competitive remuneration system. In addition to the competitive salaries, great working environment and high-quality work, we believe that all staff should be rewarded for their commitment to the continued success of the firm through a comprehensive and flexible range of benefits.
To discover more about our benefits, please visit: Benefits Package The team Our Real Estate group is one of the largest real estate teams in the UK, advising an impressive range of clients including commercial and residential developers, investors, major corporate occupiers and banks/funders. Offering exceptional market knowledge the team holds an outstanding reputation with clients and the market generally. "Clients are full of admiration for this team, noting it combines outstanding technical expertise with a "very" responsive service" (Chambers).